Job Description Deputy Company Secretary (Fixed-Term Maternity Leave Contract) Viva Energy Australia Reporting to the Group Company Secretary, the Deputy Company Secretary plays a pivotal role in supporting Viva Energy’s Board and its Committees to fulfil their obligations under the Corporations Act, ASX Listing Rules, and other relevant governance frameworks. While the Group Company Secretary serves as the primary liaison to the Board, the Deputy Company Secretary provides hands-on support to ensure the effective, efficient, and compliant operation of all governance processes across the organisation. This role is instrumental in delivering robust corporate governance, statutory compliance, and disclosure practices within a highly regulated, ASX-listed environment. Responsibilities Board and Subsidiary Governance Act as Secretary to listed-Board Committees and various Group subsidiaries. Prepare agendas, work with business stakeholders to prepare papers, collate and distribute meeting packs, and minute Board Committee and supporting management meetings. Maintain and update terms of reference and annual Board agenda programs. Chairman and Director support including director onboarding and training programs. Oversee governance of subsidiaries, including overseas entities. Oversee group structure charts and legal entity records. Ensure alignment with governance frameworks and regulatory requirements. Corporate Governance, Regulatory & Compliance Assist with preparation and lodgement of ASX announcements and filings. Assist in the preparation and delivery of the Annual Reporting Suite, including the remuneration report and corporate governance statement. Project manage the Annual General Meeting including the preparation of meeting materials and engagement on obtaining shareholders’ votes. Administer Employee Incentive Plans and Share Purchase Plans, including liaison with People & Culture and Share Registry. Maintain and update the Group’s Manual of Authorities. Disclosure Continuous Disclosure (manage process, training and stakeholder in the substantive decisions) Securities Trading – prohibited period analysis, trading clearances and reporting to ASX.
