Secretarial / Administrator

Secretarial Administrator

A calm, organised problem-solver with a sharp eye for compliance and detail will feel right at home here. This Secretarial Administrator role sits right at the heart of a professional accounting and advisory environment, keeping client entities compliant, records spotless, and regulators happy – all while being a friendly, efficient first point of contact for clients.

CORE PURPOSE

Support a portfolio of clients with end-to-end secretarial administration, statutory compliance, and neatly run back-office processes. From CIPC and Reserve Bank submissions to PAIA filings and FIC registrations, this role keeps the secretarial engine running smoothly and reliably.

KEY RESPONSIBILITIES

Maintain accurate statutory records and registers for clients, including shareholders, directors, and company documents

Prepare and file statutory returns and resolutions, including annual returns and beneficial ownership filings

Handle CIPC submissions, Reserve Bank applications, PAIA submissions, and related supporting documentation

Manage GreatSoft (or similar) secretarial software, focusing on data integrity and up-to-date records

Assist with preparation and distribution of board packs, agendas, and minutes

Support corporate governance by ensuring compliance with Companies Act and other legal requirements

Provide day-to-day secretarial and administrative support to client entities

Manage new client onboarding, including Letters of Engagement, Powers of Attorney, and client data maintenance

Oversee FICA compliance processes for the firm and clients

Act as a client-facing first point of contact, delivering professional, responsive service

COMPLIANCE & SPECIALIST ADMIN

Maintain filing systems (electronic and physical) and ensure all documentation is correctly indexed and accessible

Liaise with internal departments (tax, accounting, audit) and external bodies on secretarial and tax-related matters

Support the tax team with administrative follow-ups, document requests, and submission tracking

Maintain internal practice management software and keep procedural notes and handbooks up to date

Manage foreign loan and share registrations with the South African Reserve Bank

Handle PAIA documentation and filings

Manage FIC registrations and ongoing filings

REQUIREMENTS

Proven experience in company secretarial, legal administration, or a professional accounting / audit firm environment

Strong understanding of statutory compliance, CIPC processes, and corporate governance fundamentals

Experience with secretarial software (GreatSoft or similar) is a strong advantage

Solid knowledge of FICA, PAIA, and FIC-related requirements

High attention to detail, accuracy, and data integrity

Confident communicator, comfortable dealing with clients and regulators

Excellent organisational skills, able to juggle multiple deadlines calmly and systematically