Administrator - Company Secretary

Apex Group Ltd; Johannesburg; On-site; ZAR 30,000 - 50,000; Full time

Benefits offered by this job

Competitive remuneration

Training and development opportunities

Job summary

A leading global fund administration firm is looking for an Administrator - Company Secretary to oversee corporate calendars and handle statutory requirements. This role involves drafting minutes, ensuring compliance with legal frameworks, and facilitating communication between clients and internal teams. The ideal candidate will have up to 1 year’s experience, strong organizational skills, and proficiency in Microsoft Office. Competitive remuneration and professional development opportunities are offered.

Qualifications

• Minimum of 1 year’s experience in a corporate administration or company secretarial role.
• Strong written and verbal communication skills.
• Exceptional attention to detail and commitment to high‑quality work.

Responsibilities

• Coordinate and maintain corporate calendars for assigned clients.
• Draft clear, accurate, and concise meeting minutes.
• Monitor statutory filing deadlines for client entities.

Skills

Attention to detail

Written communication

Verbal communication

Relationship-building

Organizational skills

Education

1+ years in corporate administration or company secretarial role

Familiarity with board governance processes

Tools

Microsoft Office Suite

Digital governance tools (e.g., board portals)

Job description

Overview

Join to apply for the Administrator - Company Secretary role at Apex Group Ltd. The Apex Group, established in Bermuda in 2003, is one of the world’s largest fund administration and middle office solutions providers, now operating across 112 offices worldwide with about 13,000 employees. We value energy, passion, and the desire to supercharge your unique skills and experience.

Responsibilities

Meeting Administration

• Coordinate and maintain corporate calendars for assigned clients.
• Schedule board and committee meetings in line with client and internal requirements.
• Draft and circulate agendas and collate supporting documentation for meetings.
• Prepare and distribute complete board packs ahead of scheduled meetings.
• Attend virtual meetings and ensure proper documentation is in place.
• Support the full board meeting process including minute preparation and follow‑up on action points.
• Track and ensure timely signing of meeting minutes post‑meeting.

Minute Drafting

• Draft clear, accurate, and concise meeting minutes that reflect key decisions and discussions.
• Capture essential meeting points in a professional and neutral tone.
• Distribute drafted minutes for review, approval, and finalisation.

Statutory Compliance & Filings

• Monitor statutory filing deadlines for client entities and ensure timely submission.
• Assist with the preparation and filing of necessary corporate documentation with regulatory authorities.
• Ensure full compliance with jurisdiction‑specific laws and governance obligations.
• Liaise with relevant authorities or platforms to retrieve or file statutory documents when needed.

Maintenance of Statutory Records

• Maintain up‑to‑date statutory registers (e.g., Register of Directors, Members).
• Ensure accurate record‑keeping in electronic filing systems and document repositories.
• Assist with updating internal policies and procedures relevant to document management and compliance.

General Administration & Governance Support

• Develop a working knowledge of client structures and applicable legal frameworks.
• Draft corporate governance documents such as resolutions, notices, and confirmations.
• Maintain accurate tracking tools for document statuses, filing schedules, and board pack progress.
• Compile documents for signature and manage the process through platforms such as DocuSign.

Client Communication & Liaison

• Act as the first point of contact for assigned clients and relevant intermediaries.
• Respond to internal and external inquiries in a timely, professional, and accurate manner.
• Build strong relationships with clients, stakeholders, and the Luxembourg‑based team.
• Liaise closely with the Legal and Compliance teams as needed to support governance activities.

Client Portfolio Management

• Manage a range of client types, from standard to more demanding portfolios.
• Take responsibility for complex meeting types where applicable, with guidance as needed.
• Prioritise work based on deadlines, regulatory requirements, and client expectations.

Quality Assurance & Self‑Management

• Conduct thorough self‑reviews before submitting work to ensure accuracy and completeness.
• Maintain regular updates with stakeholders regarding task statuses and upcoming deadlines.
• Take ownership of personal deadlines and proactively escalates when support is needed.
• Uphold the company’s internal standards, KPIs, and quality expectations.

Contribution to Team Culture & Operational Excellence

• Actively contribute to a positive, respectful, and collaborative team culture.
• Remain adaptable and solutions‑oriented in a fast‑paced and evolving environment.
• Participate in continuous improvement initiatives by providing suggestions for process enhancements.
• Collaborate across departments to ensure seamless service delivery and efficient workflows.

Qualifications

• Minimum of 1 year’s experience in a corporate administration or company secretarial role.
• Familiarity with board governance processes and statutory requirements.
• Knowledge of Luxembourg company law or similar legal frameworks is advantageous.
• Experience working with digital governance tools such as board portals is preferred.
• Proficient in Microsoft Office Suite, particularly Outlook, Word and Excel.
• Strong written and verbal communication skills.
• Exceptional attention to detail and commitment to high‑quality work.
• Ability to manage multiple tasks and prioritise effectively.
• Resilient and adaptable in a dynamic, changing work environment.
• Comfortable liaising with senior professionals including board members and legal advisors.
• Strong relationship‑building and interpersonal skills.
• Willingness to learn and take ownership of client deliverables.

What You Will Get In Return

• A genuinely unique opportunity to be part of an expanding large global business.
• Competitive remuneration commensurate with skills and experience.
• Training and development opportunities.

Additional Information

We are an equal‑opportunity employer and ensure that no applicant is subject to less favourable treatment on the grounds of gender, gender identity, marital status, race, colour, nationality, ethnicity, age, sexual orientation, socio‑economic status, responsibilities for dependants, physical or mental disability. Any hiring decision is made on the basis of skills, qualifications and experiences.

We measure our success as a business, not only by delivering great products and services and continually increasing our assets under administration and market share, but also by how we positively impact people, society and the planet.

For more information on our commitment to Corporate Social Responsibility (CSR) please visit https://theapexgroup.com/csr-policy/

Disclaimer: Unsolicited CVs sent to Apex (Talent Acquisition Team or Hiring Managers) by recruitment agencies will not be accepted for this position. Apex operates a direct sourcing model and where agency assistance is required, the Talent Acquisition team will engage directly with our exclusive recruitment partners.