Administrator - Apex

Administrator – Company Secretarial (Governance)
Johannesburg, Gauteng | Full-Time

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Apex Group, a global leader in fund administration and middle-office solutions founded in 2003, is seeking a proactive and detail-oriented Administrator to join its Governance / Company Secretarial team. With a strong international presence and a client-focused approach, Apex offers an environment that supports growth, innovation, and professional development.

Role Overview

In this client-facing role, you will provide administrative and company secretarial support to a portfolio of clients. Working closely with senior team members, you will ensure compliance with statutory and regulatory requirements while maintaining high standards of accuracy and efficiency.

Key Responsibilities

Meeting Coordination & Administration

• Manage corporate calendars and schedule board and committee meetings
• Prepare and distribute agendas and board packs
• Attend meetings virtually and ensure proper documentation
• Draft meeting minutes and follow up on action items

Minute Taking

• Produce clear, concise, and accurate meeting minutes
• Capture key discussions and decisions professionally
• Circulate minutes for review and finalisation

Statutory Compliance

• Track filing deadlines and ensure timely submissions
• Assist with preparing and filing corporate documents
• Ensure adherence to relevant legal and governance frameworks

Records Management

• Maintain statutory registers and filing systems
• Ensure accurate and up-to-date documentation
• Support document management processes and compliance updates

General Governance Support

• Draft resolutions, notices, and governance-related documents
• Track document progress and filing schedules
• Manage document execution via platforms such as DocuSign

Client Interaction

• Serve as the primary contact for assigned clients and stakeholders
• Respond to queries professionally and promptly
• Build and maintain strong working relationships

Portfolio Management

• Handle multiple client portfolios with varying complexity
• Prioritise tasks based on deadlines and regulatory requirements

Quality & Team Contribution

• Ensure accuracy through self-review and attention to detail
• Communicate progress and escalate issues when necessary
• Contribute to a collaborative team culture and process improvements

Requirements

• At least 1 year of experience in corporate administration or company secretarial work
• Understanding of governance and statutory requirements
• Knowledge of Luxembourg company law is advantageous
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Strong communication, organisational, and interpersonal skills
• Ability to multitask and work in a fast-paced environment

What’s Offered

• Opportunity to work within a global organisation
• Competitive salary based on experience
• Ongoing training and development

Apex Group is an equal opportunity employer committed to diversity, inclusion, and making a positive impact on society and the environment.

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