Job Description The Company Secretarial Administrator reports to the Company Secretary and is responsible for supporting and assisting in the administration and maintenance of key governance systems and processes in the Company Secretarial team. This role is based in our Melbourne CBD office. The role This is a dynamic and detail-oriented role at the heart of our governance framework, providing critical support to our Board and Committees and other members of the Company Secretariat team. You’ll play a key role in ensuring the smooth organisation of meetings and governance processes, while also contributing to the ongoing enhancement of our systems, policies, and procedures. With a balance of day-to-day coordination and forward-looking improvement work, this role offers the opportunity to make a real impact in strengthening governance practices across the organisation. Key Responsibilities In this role, you will: Help administer the Board and Committee meeting process, ensuring timely provision and distribution of papers and materials. Prepare support materials for Board and Committee meetings, including draft run sheets and template minutes. Maintain the Board/Committee document portal and track key dates across the governance cycle. Coordinate approvals and execution of documentation in line with policies and procedures. Manage the Company Secretarial intranet and assist with archiving Board/Committee papers and records. Liaise with internal and external IT/software providers to maintain and enhance governance systems (including Diligent, Diligent Entities, SharePoint, NetDocs, Xakia). Support the members of the Company Secretariat team with ASX releases, ASIC lodgements, and other administrative/paralegal functions as required. Contribute to team projects, improvements, and efficiencies, supporting the success of the Company Secretarial function. Coordinate team meetings and provide proactive support across Legal & Company Secretarial teams.
