Assistant Company Secretary

Location: Durban North, South Africa
Job Type: Permanent
Work Level: Skilled
EE Position: Yes
Reference Number: Company_Secretary_Administrator
Closing Date: 3 July 2025
Company: Aspen

Job Purpose:

To provide comprehensive administrative and secretarial support to the Deputy Company Secretary and the Governance and Communications teams, ensuring effective workflow, accurate reporting, and stakeholder coordination. The role includes managing company secretarial tasks and serving as a liaison between internal and external stakeholders, including non-executive directors.

Key Responsibilities:

Provide day-to-day administrative support, including:
- Expense claims
- Stationery orders
- Filing (physical and electronic)
Assist with:
- Statutory filings
- Maintenance of statutory records
- Responding to secretarial queries
Support integrated reporting processes and maintain stakeholder contact lists
Coordinate board and committee meetings:
- Meeting room setup, Teams invites, catering, travel
- Printing, binding, and distribution of meeting packs
Liaise with the Holdings Travel Desk to arrange director travel (local/international)
Handle:
- Requisition orders and purchase orders
- Supplier queries
- Budget tracking
Maintain records of action items and ensure timely completion
Respond to secretarial and governance-related queries or escalate as needed

Education Requirements:

Matric / Grade 12 (essential)
University degree or professional paralegal qualification preferred
CIS I / CIS II (Chartered Institute of Secretaries) or equivalent is advantageous

Experience:

3–5 years’ experience in:
- Legal secretarial duties
- Administrative and coordination roles

Skills and Attributes:

Strong communication (verbal and written)
Excellent organisational and multi-tasking ability
Comfortable interacting with senior executives and directors
Proficient in:
- Advanced MS Word, Excel, and PowerPoint
- Document security, formatting, linking spreadsheets
- Digital signatures and document conversion
Familiar with electronic file and database management
High attention to detail and confidentiality
Able to prioritise and take initiative
Results-oriented with a strong sense of accountability

Aspen Core Competencies:

Performance Driven: Energetic and focused on outcomes
Decision Making: Solution-oriented and agile
Ownership: Takes responsibility under pressure
Effective Communication: Clear and professional
Integrity & Ethics: Aligned with Aspen’s Code of Conduct
Growth Mindset: Committed to personal and professional development

Application Notes:

Internal applicants must notify their direct line managers before applying
Use your Aspen email to submit applications
If not contacted within 30 days of the closing date, consider the application unsuccessful

CLICK HERE TO APPLY

Assistant Company Secretary