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Administrator: Corporate Governance & Secretarial Services – Maitland, Cape Town/Johannesburg

Maitland is a global advisory, administration and family office firm providing seamless multi-jurisdictional legal, tax, fiduciary, investment and fund administration services to corporate, institutional and private clients.

Founded in Luxembourg in 1976, the firm is privately owned and fully independent. It has 8 offices in various jurisdictions, around 820 employees and over $160 billion in assets under administration.

Maitland Corporate Services (Pty) Ltd (“Maitland”), an Authorised Financial Services Provider in terms of the Financial Advisory and Intermediary Services Act, provides Corporate Fiduciary, Corporate Governance, Corporate Financial Management and Structured Finance & Agency services from South Africa to our related corporate clients via four specialist Teams. Maitland has been approved by the South African Reserve Bank to act as Treasury Outsourcing Company.

Our clients comprise referring law firms and arrangers, banks, listed and non-listed investment, management and operating companies, multinationals with local branches and subsidiaries, securitisation, employee share scheme and black economic empowerment trusts, repackaging and other structured finance structures, as well as a wide range of syndicated lending special purpose vehicles (latter jointly “SPV/s”).

Summary of the position

Maitland Corporate Services (Pty) Ltd (“MCS(SA)”) requires the services of an administrator to assist the Corporate Governance and Secretarial Services team with a short-term project.

The Administrator: Corporate Governances and Secretarial Services will perform various coordination, servicing, administrative, support and relationship management activities to assist with the governance and secretarial administration of Companies and Trusts, working closely with, and supporting the Corporate Governance and Secretarial team, the wider Corporate Services team and where necessary, other teams in Maitland.

Outline of main duties and responsibilities

The Administrator – Corporate Governance and Secretarial Services will be expected to:

  1. Coordinate and project manage required communication and the skills, systems, processes and procedures relating to above mentioned Corporate Governance and Secretarial Services.
  2. take full ownership, responsibility and accountability for all instructions, transactions, interaction, and enquiries as it pertains to the allocated data base, including but not limited to:

Meeting Management

  1. Convene board meetings;
  2. Prepare the meeting pack;
  3. Compile action items and facilitate resolution thereof; and
  4. Minuting at trustee meetings and preparation.

Trusts Administration

  1. Trust Formation and Registration
    • Prepare the required documentation, deal with the Master of the High Court (“Master”) and obtain the required Letter of Authority (“LOA”); and
    • Prepare the required documentation and facilitate dealings with the South African Revenue Services (“SARS”) to register the Trust.
  2. Trust Deed Amendments
    • Attend to amendments and ad-hoc changes to the Trust Deed, LOA or such other change which requires lodgement with the Master’s office.
  3. Maintain Statutory Good Standing
    • Maintenance and safe keeping of electronic and paper-based records (i.e. Trust Deed, LOA, minutes and resolutions);
    • Draft and review standard required resolutions;
    • Draft and review ad-hoc required resolutions; and
    • Perform an annual statutory audit of all records and transactions.

Company Administration

  1. Company Formation
    • Company name reservation;
    • Draft inaugural minutes;
    • Compile all related documentation required by the Companies and Intellectual Property Commission (“CIPC”);
    • Electronic submission to CIPC; and
    • Share allotment and issue of shares.
  2. Corporate Secretarial Administration to maintain Statutory Good Standing
    • Maintenance of the address where the Company records are kept;
    • Maintenance of company register, share register and recordkeeping of statutory records in the prescribed manner;
    • Director changes, year-end changes, dividend declarations, auditor changes, registered address changes and all other prescribed statutory actions;
    • Liaising with the CIPC and submission of all statutory forms and related statutory documentation;
    • Diarising and payment of annual return to CIPC;
    • Draft and review standard resolutions;
    • Draft and review ad-hoc resolutions;
    • Calculation and lodgement of annual return payment, including facilitation and submission of CIPC Compliance Checklist and XBRL/FAS; and
    • Perform a statutory audit annually.
  3. External Company Formation
    • Compilation and submission all documentation required by the CIPC.
  4. Domestication of Foreign Company
    • Compilation and submission all documentation required by CIPC.
  5. Non-Resident Endorsement of Share Certificate
    • Compile all documentation required by the South African Reserve Bank (“SARB”) and the relevant financial institution; and
    • Facilitate of non-resident share certificate endorsement.

Other Corporate Governance and Secretarial Services

  1. Resolutions
    • Drafting of minutes, resolutions and related documents specific to agreements, transactions, etc.
  2. Company Amendments
    • Preparation and submissions to CIPC of directors, year-end, auditor, registered address changes.
  3. Changes to Shareholding
    • Share increases, transfers, allotments and/or buy-backs.
  4. Advisory Services
    • Company secretarial advisory services.
  5. Deregistration Services
    • Preparation and lodgement of all documentation for the deregistration of companies or termination of trusts.
  6. Company Reinstatement
    • Preparation of documentation, placement of newspaper advertisement, liaising with Public Works, lodgement with CIPC.
  7. Memorandum of Incorporation
    • Drafting of standard Memorandum of Incorporation.
    • Advanced Memorandum requirements to be quoted on request.
  8. Monitor and implementation of regulatory and legislative changes that impact companies, trusts and funds;
  9. GreatSoft maintenance;
  10. Manage anti-money laundering (AML) queries;
  11. Liaison with registered agents, regulatory authorities, authorised representatives, board of directors, fund managers, professional advisors and other third parties (both internal and/or external);
  12. Liaison with bankers to manage their requirements including opening of bank, broker and custody accounts;
  13. Independently attend to the statutory elements of setting up or taking on new companies/funds/trusts, including all KYC/FICA/AML, FATCA, CRS, GTR etc.;
  14. Independently attend to the statutory elements (and legalities) of closure of companies/funds/trusts, relinquishing licenses etc.;
  15. Ensure files (be it electronic or paper based) are organised, complete and up to date, according to the prescribed manner;
  16. Ensure documents and correspondence are filed accurately and timeously;
  17. Maintenance of data, general recordkeeping, courier of documents and safe custody of records, and
  18. Review financial statements.

In General

  1. Follow processes and procedures, working according to set quality standards and keeping to agreed turn-around times, on a daily basis;
  2. Ensure that all instructions, requests, queries and/or complaints are dealt with efficiently and timeously, and escalate immediately where needed;
  3. Develop, build and maintain sound relationships with the Corporate Governance and Secretarial Services team and wider Corporate Services team;
  4. Ensure the highest level of service, quality of work and support to our Corporate Clients, Client Services Managers and other areas within the Corporate Services, as well as other teams within Maitland;
  5. Liaise with internal departments to promote clear channels of communication and working relationships;
  6. Actively look for opportunities to improve operational efficiencies to improve service and to decrease cost, identify and report on suggested possible process and/or system changes/enhancements to ensure awesome service delivery going forward;
  7. Provide quality input on opportunities and potential threats/risk identified;
  8. Proactively and positively manage internal and external expectations through periods of change;
  9. Meeting of personal and team targets;
  10. Assist with projects as they arise;
  11. Provide team support to all areas within Corporate Services, working together to promote collaboration; and
  12. Ensure to demonstrate the company’s values on a daily basis.

Skills and experience required

The successful candidate will meet the following requirements:


The Administrator, Corporate Governances and Secretarial Services:

  1. is passionate about service and service excellence, with a ‘will do, can do’ attitude, demonstrating a determination and encourage others to achieve excellence in every task, action and or interaction;
  2. is detail and quality conscious, accountable, responsible and adaptable;
  3. is highly organised, efficient and professional with a sense of urgency and good time management;
  4. takes initiative, is pro-active and flexible with great problem resolution skills, sound decision making and judgement;
  5. has the ability to work independently, confidently, proactively, use initiative, be decisive and be able to consistently perform well when under pressure;
  6. has business acumen, understands and apply business principles, procedures and processes to comply with regulations, enhance efficiency and increase profitability;
  7. proactively builds networks with key clients as well as with people in the organisation;
  8. has honesty and integrity of the highest order and respect for the confidentiality of our clients’ and Maitland’s affairs;
  9. has excellent skills to communicate confidently, professionally and effectively with clients, staff and management (verbal and or written);
  10. has excellent computer and typing skills, with the ability to learn and understand new systems with confidence and have a good knowledge and experience of working on and understanding the Microsoft Office suite (including Excel, Word and Outlook).

Education and Experience

  1. Will have suitable qualifications relevant to the duties and responsibilities listed above (Legal degree and/or Corporate Secretarial qualification is required);
  2. Has a minimum of 3-5 years’ recent corporate secretarial administration experience and in-depth knowledge of relevant legislation and standards such as the Companies Act, Trust Property Control Act and King IV;
  3. Has recent experience working with the Companies and Intellectual Property Commission (CIPC) and the Master of the High Court as it relates to Trusts;
  4. Working knowledge of GreatSoft secretarial software will be an advantage.

Reporting structure

The Administrator: Corporate Governances and Secretarial Services will report to the Manager: Corporate Governances and Secretarial Services, Corporate Services based in Cape Town.

Remuneration level

Remuneration will be market related and commensurate with experience and seniority. In addition, the successful candidate will receive a competitive benefits package

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