Assistant Manager, Corporate Secretarial in Sydney

This is a contract role that covers maternity leave of team members. The Assistant Manager shall coordinate and supervise company secretarial services to clients, ensure the quality of work and run board meetings (including preparation of minutes). The Assistant Manager shall work closely with the team on the daily activities for all company secretarial related matters, including company formation, maintaining governance structures, completing statutory filings, and non-statutory and compliance related matters.

Key responsibilities

• Client Management and Client Service
  • Assist in managing company registers, preparing and lodging ASIC forms, drafting resolutions and other statutory documents, monitoring ASIC debt status and ensuring compliance with corporate governance standards.
  • Coordinate and lodge forms with ASIC for changes of company details, ensuring timely and accurate submissions.
  • Prepare and organize meeting packs for board meetings and committees, ensuring consistency, clarity, and high-quality materials.
  • Provide excellent services to clients by addressing their inquiries promptly and professionally.
  • Oversee all requested tasks and be responsible for a portfolio of clients, handling a wide range of company secretarial related duties including but not limited to:
  • Incorporation and deregistration of companies
  • Preparation of minutes, resolutions and attending client meetings
  • Updating and maintaining statutory filings and corporate records
  • Changes in shareholdings and directorships
  • Provide advisory service to clients on company secretarial matters.
  • Handle non-statutory matters such as due diligence on clients and opening of bank accounts, etc.
  • Ensure timely billing of account through correct time writing and support cash collection.
• Compliance
  • Gather the necessary KYC documents for internal onboarding processes and periodic reviews.
  • Assist in the periodic compliance review of companies and trusts, ensuring adherence to all relevant frameworks and regulatory requirements.
  • Monitor the overall set-up/acceptance process of new clients.
  • Actively monitor transactions of the companies in the portfolio.
  • Monitor and ensure progress of internal compliance obligations of the team to be reported to local/group compliance on a regular basis.
  • Ensure compliance with up-to-date legal and regulatory standards.
• Team Management
  • Supervise, guide and support the team to provide professional company secretarial services to clients.
  • Enhance the company secretarial practical skills in the team.
  • Provide technical training and share knowledge with team members.

Required knowledge, skill set and experience

• Qualification in Corporate Governance or diploma/degree in related disciplines (law, accounting, business and finance).
• Practicing Chartered Secretary qualification with ICSA would be a plus.
• Minimum 5 years of relevant experience in a similar position, preferably in a legal, corporate secretarial or financial services environment.
• Strong communication skills, with the ability to manage multiple tasks efficiently and within deadlines.
• Excellent time management skills, attention to detail, and the ability to prioritize and execute tasks effectively.
• Ability to work independently to manage company registers, prepare documentation, and liaise with regulatory bodies.
• Solid client-facing experience and experience attending board meetings in person and preparing board minutes.
• Fluent in English both verbal and written.
• A good team player, keen to learn, able to adapt to new challenges and with excellent communication skills.
• Positive working attitude, fast learning, flexible.
• Immediate availability is preferred.