Junior Company Secretary

Pele Energy Group; Sandton; On-site; ZAR 250 000 - 400 000; Full time

Job summary

A prominent energy company based in Sandton is seeking a Junior Company Secretary to provide hands-on governance administration across a multi-entity group. This role includes coordinating board and committee meetings, ensuring statutory compliance, and maintaining corporate records with high accuracy. The ideal candidate will possess strong administrative skills, a relevant degree, and 1-3 years of experience in a company secretarial or governance support role.

Qualifications

• 1–3 years’ experience in company secretarial, legal admin, or governance support.
• Studying toward or willing to pursue CGISA/Chartered Governance pathway preferred.

Responsibilities

• Coordinate board/committee calendars, agendas, and logistics.
• Prepare and submit CIPC filings accurately.
• Maintain directors’ and share registers with high accuracy.

Skills

Extreme attention to detail

Strong admin discipline

Ability to manage multiple deadlines

Clear business writing

Discretion and integrity

Education

Diploma/Degree in Law, Governance, Business Administration, or similar

Job description

The Junior Company Secretary will provide hands‑on company secretarial and governance administration support across a multi‑entity group (including SPVs), ensuring statutory compliance, accurate corporate records, and high‑quality board and committee support. The role is designed to reduce key‑person dependency by maintaining a reliable governance engine: registers, filings, packs, minutes, resolutions, and governance trackers

Job Responsibilities

Board & Committee Support (end-to-end)

• Coordinate board/committee calendars, agendas, meeting logistics, and attendance confirmations.
• Prepare and circulate board/committee packs (compile, paginate, quality‑check, version control).
• Draft first versions of agendas, cover notes, attendance registers, and action trackers.
• Take minutes (or support minute‑taking) and produce accurate draft minutes for review.
• Track matters arising and action items; follow up with owners and maintain closure evidence.

Statutory & Regulatory Compliance (Companies Act / governance requirements)

• Prepare and submit CIPC filings (director changes, registered address updates, annual returns, beneficial ownership‑related updates where applicable).
• Maintain statutory compliance calendars and reminders (annual returns, AGM requirements, director appointments/rotations, registers updates, filing deadlines).
• Maintain and update corporate governance records in line with internal policies and best practice.

Corporate Records & Registers Management (high accuracy)

• Maintain and reconcile:
  • Directors’ registers and appointments/resignations documentation
  • Share registers (including movements, issuances/transfers, classes)
  • Resolutions registers (board/shareholder/committee)
  • Securities registers where applicable (e.g., preference shares / instruments)
  • Beneficial ownership and KYC packs (as required internally/external)
• Ensure clean audit trails: signed copies, consistent naming conventions, and secure filing.

Resolutions, Approvals & Document Preparation

• Draft and format standard resolutions (board/shareholder/round robin) and supporting annexures.
• Prepare signature packs for execution (DocuSign workflows, signing order, signing instructions).
• Assist with document comparison and review support (tracked changes, mark‑ups, version diffs).
• Maintain a master approvals tracker (who approved what, when, evidence location).

Governance Projects & Framework Support

• Assist with governance documentation upkeep: charters, terms of reference, policies, DoA matrices, and templates.
• Support board induction logistics and packs (director bios, governance handbook, onboarding checklist).
• Support board/committee evaluation processes (coordination, consolidation, reporting support).

Stakeholder Coordination & Professional Communication

• Liaise with directors/executives and their EAs for scheduling and pack distribution.
• Liaise with external company secretarial agents, auditors, legal counsel, and regulators where needed.
• Draft professional emails/letters and meeting communications (confident, friendly, clear).

Deliverables / Outputs

• Packs sent on time, clean, correctly paginated and version controlled.
• Draft minutes produced quickly and accurately with clear decisions/actions.
• Registers always up to date; resolutions logged immediately after signature.
• CIPC filings submitted correctly and proof saved in the right place.
• A governance tracker that shows real‑time status across entities and meetings.

Required Skills & Competencies

• Extreme attention to detail (names, dates, entity numbers, signatories, consistency).
• Strong admin discipline: version control, filing hygiene, checklists, trackers.
• Ability to manage multiple deadlines across many entities without dropping balls.
• Clear business writing and confident stakeholder follow‑up.
• Discretion, integrity, and comfort handling confidential board materials.
• A practical understanding of governance principles and statutory compliance.

Minimum Requirements

• Diploma/Degree in Law, Governance, Business Administration, or similar.
• Studying toward or willing to pursue CGISA / Chartered Governance pathway preferred.
• 1–3 years’ experience in company secretarial / legal admin / governance support

Advantageous Experience

• Group structures with multiple subsidiaries/SPVs.
• Exposure to shareholder admin, share registers, and reserved matters approvals.
• Board/committee exposure (packs, minutes, actions tracking).
• Familiarity with South African governance environment (Companies Act basics; King principles as a plus).

Competencies

Leadership Capabilities:

• Participative Leadership
• Planning and Organizing
• Monitoring and Measuring

Cognitive Capabilities:

• Analysis and Attention to detail
• Problem Solving
• Critical thinking

Interpersonal Capabilities:

• Assertive
• Methodical
• Drive and Action Oriented
• Flexibility
• Excellence and Quality Orientation