Company Overview

Join our dynamic and innovative team, where we are redefining support for For-Purpose and small-medium sized organisations. Led by a female founder, she is committed to creating flexible working options, inclusivity and driving impactful change. As we continue to expand with the number of clients we support, we're seeking a highly skilled Company Secretary that has experience supporting For-Purpose organisations and is ready to join a team where collaboration is key.

Our mission is to empower leaders by delivering tailored solutions in company secretariat services, comprehensive board support, minute-taking, HR support and executive assistance.

Role Description

If you are a Company Secretary that enjoys supporting For-Purpose organisations to improve their governance and looking for flexibility, then this role is for you.

As the main contact for the client, you will provide dedicated support to the Chair of the Board (Chair) and/or Chief Executive Officer (CEO) of client organisations, ensuring effective governance processes. This role operates primarily in a remote capacity through email and platforms such as Microsoft Teams and Zoom. We support regional and remote clients across Australia which suits the online meeting format, however in-person meeting attendance may be required upon client request, typically for their annual AGM or a Strategic Planning day. The role balances flexibility with a client centred approach to service.

The role will be best suited to someone that is comfortable managing several projects (clients) over the course of the month. You will be supported by the Director of the business and broader team as a whole, but you will need project management capabilities and able to manage your own time and deliverables.

Availability to attend monthly, online Board and Committee meetings for at least two clients, from between 4.30pm - 8pm at night, per month on a Wednesday, is an essential requirement of this role. The benefit is that you can set your hours so if you have a late meeting, you can start later that day. 

This position is a part time position of 20-25 hours per week. There is complete flexibility to work when you choose to work (Monday to Friday), noting that there will be Board meetings that you need to attend. 

The purpose of this position is to facilitate the smooth operation of Board and Committee activities by managing the governance and administration of the Board. This may include simple tasks such as sending out meeting invites, to more complex tasks such as writing/reviewing a Whistle blower Policy and presenting this to the Board. We have an extensive catalogue of templates, and the team are ready to assist to ensure efficiencies.

As an experienced Company Secretary, you will be confident in the Not for Profit space and happy to support our clients, which include Thirrili Ltd, Bendigo Foodshare and Lifeline Loddon Mallee. For more information on other clients we support visit our website.

Whilst this role is marked as Sydney focused, most of the work will be completed virtually/work from home with the possibility of attending Board meeting around Sydney. So the ability to drive to these meetings possibly 5 times a year would be beneficial.

Key Responsibilities:

The primary intention of this role is to provide Board and governance support to our clients, as part of our outsourced Company Secretary support offer. Responsibilities vary by client, but generally encompass the following key areas:

• Liaising with the Chair and/or CEO to prepare and finalise Board and Committee meeting agendas in accordance with the Board’s constitution, organisational objectives and meeting priorities.
• Compile and distribute the meeting pack ahead of Board and Committee meetings, providing Directors and Members with at least seven (7) days to review all materials. This may involve using a Board portal.
• Attend all Board and Committee meetings, providing consistent support in both in-person and virtual formats.
• Accurately record meeting minutes, noting key motions, resolutions and/or action items.
• Maintain an up-to-date action register to track follow-up tasks.
• Complete client-assigned tasks within designated timelines and ensure all work meets established client quality standards, but is also manageable within your billable hours.
• Provide governance advice and offer best practice solutions to the Board.
• Review and write Board governance policies, charters and papers (when required).
• Manage the Director onboarding process when required, including advertising for candidates, screening, organising interviews and briefing the Board.
• Manage the AGM process end-to-end including items, such as auditor appointments (when required).
• Communicate with the Director regarding any challenges in completing tasks, requests for additional time or changes in availability to maintain effective client support.
• Ensure that every client feels like they are valued.

Key skills and attributes:

This role emphasises collaboration and mutual support to meet deadlines and deliver exceptional service to our clients. You will be a part of a team that collaborates together and supports one another. Our clients have done wonderful work for their communities, and each day is different. The following attributes are considered essential for success in this position and include, but are not limited to:

• A minimum of 5 years of experience as a Company Secretary.
• Exceptional organisational and time management skills.
• A willingness to offer support/guidance to other team members who are growing their governance knowledge in the form of teaching them what best practice looks like.
• A genuine interest in being a part of the team and understanding the power of collaboration.
• Excellent interpersonal skills, with the ability to build relationships in a virtual setting.
• Experience supporting not-for-profit/for purpose organisations.
• Self-motivated, with a focus on finding efficient methods to complete tasks.
• Strong attention to detail and accuracy in all deliverables.
• Resilience but knowing that you have a supportive Director and team behind you.
• You aren’t afraid of a challenge and can think outside of the box.
• Proficiency in the MS Office suite.
• Experience with Board Management Systems (desirable).
• Excellent communication skills.

Why Join Us:

• Be part of a dynamic and inclusive team that support one another and that as a group is driving meaningful change for our clients.
• Enjoy a flexibility in your week to spend time with family, friends, hobbies etc.
• Work closely with a visionary female founder who's passionate about mentoring and empowering her team.
• Enjoy competitive compensation and benefits, along with opportunities for professional growth and development.
• Thrive in a collaborative and supportive work environment where your contributions are valued and recognised.

If you have experience supporting NFP Boards and want to be part of a company supporting visionary leaders and driving positive change in the community, join us in supporting our amazing clients and their causes.