Board Administration Assistant Greenfields Executive Recruitment and Search location Sydney.

A permanent 4-day per week position, reporting to the Assistant Company Secretary to support the smooth functioning of Board and Committee meetings as well as the delivery of key events like the Annual General Meeting. Be instrumental in assisting this leading financial services organisation with compliance obligations and maintain their reputation.

Responsibilities provide company secretariat support for entities across the business including ensure the Board, subsidiary and committee meetings are run effectively and efficiently. Managing and administering electronic Board Paper solution. Managing meeting logistics including invitations to Board and Committee meetings. Preparing initial drafts of Board and Committee agendas and Governance Board papers. Acting as a key liaison to all business units to ensure the timely receipt of board papers.

Maintaining company secretariat and statutory records in an accurate and efficient manner. Regulatory/Statutory filings and helping to respond to requests for information by regulators. Supporting the delivery of the Annual General Meeting including room set and liaison with marketing; catering; technical support; and security. Lodgement of approved market announcements. Reviewing and updating the company secretariat pages of the website.

Role requirements at least 3 years’ prior experience in an administrative role (preferably in a company secretariat team within a publicly listed company). Managed calendars and logistics for executives or directors (preferably experience in supporting Board and Committee calendars). Experience in preparing regulatory filings and record keeping. Assisted with the logistics for key company events such as annual general meetings.

Experience working with Diligent Board Paper application and document management systems. Experience as a legal secretary/or as an administrator in a financial services business would be highly regarded. The role requires a high level of personal integrity and ethical behaviour and a highly organised and methodical approach to work. Strong attention to detail and time management is a must, as are strong communication skills.