Overview

Company Secretary Assistant and Board Coordinator Jobs in Sydney, New South Wales, Australia at IPH Limited

Title: Company Secretary Assistant and Board Coordinator

Company: IPH Limited

Location: Sydney, New South Wales, Australia

IPH Limited have a great opportunity for a Company Secretary Assistant and Board Coordinator to join the team, supporting the Group General Counsel & Company Secretary, IPH Board of Directors and the wider Legal Team on activities which relate to the Board and IPH group committees.

You will be responsible for scheduling and maintenance of IPH Board & Committee meetings, organising agendas and coordinating and distributing associated paperwork. This role also provides day to day administrative support to the Group General Counsel & Company Secretary and the IPH Legal Team.

This is an important role that will suit candidates from a professional services background who are looking for a busy, hands on role, working in a friendly, supportive, and professional executive team.

Key duties will include:

Administrative support to the Group General Counsel & Company Secretary and the IPH Corporate Legal Team.

Administrative support to the Chairman and the Non-Executive Directors with respect to their role with IPH Limited.

Coordinate agendas and associated paperwork relating to IPH Board meetings and IPH Group Committee meetings, including gathering information and following up input and action items from members within set timeframes.

Organise meetings as required for the IPH Board and IPH Group Committees, including calendar coordination across Directors and members, booking facilities, organising catering and preparing rooms for meetings.

Accurate collation and publishing of Board and committee papers in Diligent.

Managing document execution, ensuring all documents are properly executed by parties, distributed as necessary and filed.

Maintaining the Company Secretarial registers as directed.

Assisting the Company Secretary and CFO in relation to the Company’s Share Registry, as required.

Coordinate, assist and support under the directions of the IPH Legal Team, the activities in relation to half and full year results, AGM and other investor relation events.

Managing travel, accommodation, invoices and expense reimbursement matters for the Board, Group General Counsel & Company Secretary and IPH Legal Team where necessary.

General administrative support as required.

Our ideal candidate will have:

Minimum 8 years’ experience in a similar role or previous background as an Executive Assistant / Legal Secretary role (legal background would be highly desirable) supporting senior stakeholders.

Previous experience in an ASX listed company would be advantageous.

Advanced skills with Microsoft Office Suite: Outlook, Word, Teams, Excel and PowerPoint.

Experience using Diligent or similar electronic board paper application.

Exceptional written and verbal communication skills.

Organised with demonstrated multi-tasking ability and superior attention to detail.

Strong critical thinking and interpersonal skills with the ability to maintain professionalism whilst liaising with Directors, shareholders, analysts, customers, regulators, in a fast-paced environment and under challenging circumstances.

Ability to interact professionally and effectively communicate with a wide variety of stakeholders including Directors, Advisers, Bankers and key internal Executives and staff.

Exercises good judgment in approach to following up tasks with stakeholders to ensure deadlines are met.

Handles confidential and sensitive information with poise, tact and diplomacy.

An adaptable and flexible team pl…

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