Company Secretary Assistant - Top ASX Listed Infrastructure
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An opportunity has arisen for a Company Secretary Assistant to join a leading ASX listed essential infrastructure services organisation as Board Coordinator. This newly created role sits within the Legal and Company Secretariat team and will provide critical support across the Board, its Committees and subsidiary entities of a large ASX‑listed group.
Reporting to the Group Company Secretary, this role will suit someone who thrives in a fast‑paced, professional environment and is looking to further develop their governance career within a complex, high‑performing listed organisation.
Key Responsibilities
* Coordinate and distribute Board and Committee papers for the ASX‑listed parent company via Diligent Boards, ensuring accuracy, confidentiality and timeliness within established governance processes
* Prepare meeting materials including agendas, standing papers, Chair agendas, template minutes and final paper distribution to management presenters and directors
* Maintain key governance registers including minutes, meeting attendance, directors' interests and shareholdings
* Manage Diligent Boards access, user licences and security permissions
* Support the review and publication of governance documents such as Board and Committee Charters, and assist with updates to the Corporate Governance Statement and Board skills matrix
* Provide administrative and project support for the Annual General Meeting and other key listed company events
* Assist with subsidiary governance, including preparation of circular resolutions, maintenance of company registers, organisational charts and records, and coordination of ASIC filings and online lodgements
* Manage document execution across subsidiary entities in line with Delegations of Authority and policy requirements
* Contribute to governance projects, process improvements and team initiatives to support the success of the Company Secretariat function
About You
* Organised, detail‑oriented and proactive, with strong written and verbal communication skills
* Experienced in supporting a Company Secretariat or governance function, ideally within a listed or regulated environment
* Confident coordinating Board processes and managing confidential information with discretion
* Skilled at working to tight deadlines and balancing competing priorities
* Proficient in Diligent Boards and SharePoint, or able to quickly develop technical expertise
* Strong working knowledge of Microsoft Office applications (Word, Outlook, Teams and PowerPoint)
* Collaborative and adaptable, with a continuous improvement mindset
Greenfields is a specialist In‑House Legal, Company Secretary and Corporate Governance Executive Search & Recruitment firm. Partnering with a diverse range of clients, from ASX listed organisations, non‑listed organisations, multinationals, boutiques and not‑for‑profits across all industry sectors.
Contact
Please send your resume in confidence to Douglas Mouritz, Executive Search Consultant, at or call for a confidential discussion on .
Greenfields will only accept documents in MS Word or PDF format. We do not accept or open external links to profiles or adverts. Only successful candidates will be contacted.
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