Senior Administrator - Company Secretary

CO_SANFPL Apex Fund & Corporate Services SA (Pty) Ltd; Cape Town; On-site; ZAR 420,000 - 660,000; Full time

Benefits offered by this job

Competitive remuneration commensurate

Training and development opportunities

Job summary

Apex Group is seeking a detail-oriented Senior Administrator to join our Governance / Company Secretarial team in Cape Town. You will provide high-quality administration and company secretarial services, mentor juniors, and review outputs to ensure compliance with statutory obligations.

You will coordinate board activities, manage records, and engage with clients across jurisdictions. The role requires strong governance knowledge and the ability to work independently within a team.

Qualifications

• Minimum 3 years’ experience in a full Company Secretarial or governance-related role.
• Strong working knowledge of corporate law, regulatory filings, and board governance processes.
• Experience with multiple jurisdictions (e.g., Luxembourg) is advantageous.
• Proficiency with minute-taking, corporate calendars, and governance documentation tools.
• Experience with workflow tracking platforms is advantageous.
• Strong technical knowledge of governance and statutory compliance.
• Exceptional attention to detail and ability to self-review work.
• Excellent verbal and written communication skills.
• Ability to work independently while contributing to a wider team.

Responsibilities

• Coordinate the full board and committee meeting cycle: scheduling, agenda drafting, board pack collation, meeting attendance, and minute finalization.
• Draft clear, accurate minutes and act as first reviewer of team outputs.
• Monitor and manage statutory filing requirements and maintain up-to-date records.
• Serve as first point of contact for governance queries within the client portfolio.
• Mentor Administrators and new joiners; lead governance training sessions.
• Identify process improvements and support achievement of KPIs and SLAs.

Skills

Board governance

Minute-taking

Corporate calendars

Governance documentation

Regulatory filings

Workflow tracking

Statutory compliance

Attention to detail

Independent work

Tools

Workflow tracking platforms

Job description

The Apex Group was established in Bermuda in 2003 and is now one of the world’s largest fund administration and middle office solutions providers. Our business is unique in its ability to reach globally, service locally and provide cross-jurisdictional services. With our clients at the heart of everything we do, our hard-working team has successfully delivered on an unprecedented growth and transformation journey, and we are now represented by over circa 13,000 employees across 112 offices worldwide. Your career with us should reflect your energy and passion. That’s why, at Apex Group, we will do more than simply ‘empower’ you. We will work to supercharge your unique skills and experience. Take the lead and we’ll give you the support you need to be at the top of your game. And we offer you the freedom to be a positive disrupter and turn big ideas into bold, industry-changing realities. For our business, for clients, and for you.

Description

We are seeking a detail-oriented Senior Administrator to join our Governance / Company Secretarial team. In this role, you will be responsible for providing high-quality administration and company secretarial services to a dedicated client portfolio, ensuring full compliance with all relevant statutory obligations. The successful incumbent will serve as a key support to junior team members, offering daily guidance, mentoring, and on-the-job training. You will act as a first reviewer of outputs, support the Assistant Manager in delivering operational excellence, and play an active role in meeting internal performance goals and client service standards.

Job specification

• Client Governance & Meeting Administration: Coordinate the full board and committee meeting cycle: scheduling, agenda drafting, board pack collation, meeting attendance, and minute finalization. Ensure meeting action items are completed and documented timeously. Maintain and update corporate calendars and action point logs for allocated clients. Ensure minutes are signed within required timelines and distributed accordingly.
• Minute Drafting & Review: Draft clear, accurate, and concise minutes that capture discussions and decisions. Act as first reviewer of minutes prepared by team members, providing constructive feedback and ensuring alignment with client and internal standards. Conduct self-review of your own drafted minutes prior to escalation for second-level review.
• Statutory Compliance & Record-Keeping: Monitor and manage statutory filing requirements in line with relevant legislation and internal deadlines. Maintain accurate and up-to-date statutory records (Registers of Members, Directors, etc.). Draft and submit corporate documentation to regulatory bodies as required. Ensure corporate data integrity through diligent record-keeping and system maintenance.
• Client & Stakeholder Engagement: Act as the first point of contact for client-related governance queries within your portfolio. Foster strong working relationships with clients, legal advisors, and internal teams including the Luxembourg office. Liaise with Transfer Agents and ensure timely submission of documentation for regulatory deadlines.
• Team Leadership & Mentoring: Provide day-to-day guidance, mentorship, and support to Administrators and new joiners. Lead training sessions on governance, compliance processes, and best practices as agreed with the Assistant Manager. Oversee team workload coverage, especially during leave periods or peak deadlines, and support weekly team planning.
• Operational Efficiency & Contribution to Organizational Goals: Actively contribute to continuous improvement by identifying and helping implement process efficiencies. Align with company-wide objectives, including data excellence, service delivery, and positive culture building. Uphold the company’s service standards, KPIs, and internal SLA expectations. Promote a positive and solutions-driven team culture by encouraging open communication and collaboration.

Skills Required

• Minimum 3 years’ experience in a full Company Secretarial or governance-related role.
• Strong working knowledge of corporate law, regulatory filings, and board governance processes.
• Experience working with clients across multiple jurisdictions (e.g., Luxembourg) is advantageous.
• Proficiency with minute-taking, corporate calendars, and governance documentation tools.
• Experience with workflow tracking platforms is an advantageous.
• Strong technical knowledge of governance and statutory compliance.
• Exceptional attention to detail and ability to self-review work.
• Excellent verbal and written communication skills.
• Ability to work independently while contributing to a wider team.
• Proactive problem-solver with a solution-oriented mindset.
• Proven time management and organisational skills.
• Strong interpersonal skills with the ability to build relationships with clients and internal stakeholders.

What you will get in return

• 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, responsibilities for dependants, physical or mental disability. Any hiring decision are made on the basis of skills, qualifications and experiences.

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

About Apex Group

We are dedicated to driving positive change in financial services while fuelling the growth and ambitions of asset managers, allocators, financial institutions, and family offices. Established in Bermuda in 2003, the Group has continually disrupted the asset serving industry through our investment in innovation and talent. Today, we set the pace in asset servicing and stand out for our unique single-source solution and unified cross asset-class platform which supports the entire value chain, harnesses leading innovative technology, and benefits from cross-jurisdictional expertise delivered by a long-standing management team and over 13,000 highly integrated professionals. We’re a people-powered business, and our people are full of ambition.

Together, we’re inspired to lead the new era of data and tech enabled service. Bringing new products and services to market. Sharpening our client focus. Disrupting the market to exceed expectations. Innovating across a range of specialisms. With our focus on making a difference to our people, our planet and our society, you’ll experience more here than you would at most other companies. Prepare to accelerate. We’re a people-powered business with a vision to inspire a new era of service-led FinTech. We’re expanding globally and offering more to our clients. This means you get more opportunities to grow with us. So prepare to accelerate. We’ll make sure the time and effort you put in takes you further, faster. Positive change starts with you. We’re a people-powered business with a vision to inspire a new era of service-led FinTech. We’re expanding globally and offering more to our clients. This means you get more opportunities to grow with us. So prepare to accelerate. We’ll make sure the time and effort you put in takes you further, faster. The journey is yours to own. When you stretch yourself, you grow. We want you to explore ways of working that will see you thrive as part of something bigger. We’ll help you with a solid structure, challenging projects, vibrant networks, supportive colleagues and approachable leaders. All the things you need to own your unique journey. Find out more about us.