About the role DroneShield is seeking a proactive and detail‑oriented Assistant Company Secretary to support the Company Secretary function and strengthen our governance capability. This role provides critical administrative, compliance, and project support across board operations, ASX compliance, equity administration, and broader governance processes. The position is ideally suited to candidates with prior experience in a law firm , particularly those who have supported corporate, commercial, governance, or transactional practice areas. This background will help the successful candidate navigate complex governance documentation, regulatory requirements, and high‑quality stakeholder communication. The Assistant Company Secretary will work closely with the General Counsel & Joint Company Secretary, CFO & Joint Company Secretary, and senior stakeholders across the business. Responsibilities, Duties and Expectations Board and Committee Support Coordinate with Confident to prepare comprehensive and timely board and committee packs. Manage the end‑to‑end board agenda process, including drafting agendas, tracking standing items, and ensuring alignment with governance requirements. Assist with the preparation, distribution, and record‑keeping of board and committee minutes, resolutions, and action items. Maintain the annual corporate calendar, ensuring all governance and regulatory deadlines are met. Equity and Options Administration Manage the administration of employee incentive scheme plans, including issuing and exercising employee options. Maintain accurate records of option grants, vesting schedules, exercises, and expiries. Liaise with share registries, payroll, and external advisers to ensure correct processing and reporting. Support the preparation of equity‑related disclosures for ASX releases, annual reports, and remuneration reporting. ASX and Regulatory Compliance Review draft ASX announcements for accuracy, completeness, and compliance with continuous disclosure obligations. Assist in preparing and lodging ASX releases, statutory filings, and corporate disclosures. Support the Company Secretary in monitoring regulatory developments and ensuring internal processes remain compliant. Shareholder Meetings and Governance Documentation Assist in preparing the Notice of Meeting (NOM), explanatory materials, and related shareholder communications. Coordinate logistics for Annual General Meetings and other shareholder meetings. Maintain governance documents, registers, and corporate records in accordance with legal and regulatory requirements. General Governance Support Provide administrative and project support across governance initiatives. Liaise with internal stakeholders, directors, and external advisers to facilitate smooth governance operations. Contribute to continuous improvement of governance processes, templates, and systems. Qualifications, Experience and Skills Previous experience working in a law firm, ideally in corporate, commercial, governance, or transactional practice areas. Strong understanding of corporate governance principles and ASX Listing Rules. Excellent organisational skills with the ability to manage multiple deadlines. High attention to detail and strong written communication skills. Ability to work collaboratively with internal teams and external advisers. Experience with board portals, share registry systems, or governance software. Exposure to ASX‑listed company environments. Personal Attributes Proactive, reliable, and comfortable taking ownership of tasks. High integrity and a strong sense of confidentiality. Ability to operate calmly and professionally in a fast‑paced environment. Continuous improvement mindset. Note for recruitment agencies: We do not accept unsolicited candidates from external recruiters unless specifically instructed.
