Reporting to the Company Secretary | Secretariat delivery and governance uplift | Contract to Permanent

Greenfields is recruiting an Assistant Company Secretary for an organisation seeking practical company secretarial support and a considered approach to governance. Based in Sydney, the role combines detailed secretariat administration, direct support for directors and the prospect to contribute to improvements across the governance function.

You will support the Company Secretary, boards, committees, directors and officers in meeting their legal and governance responsibilities. You will own the end-to-end secretariat process for one or two board committees, while supporting the broader board and committee workload. This is a hands-on appointment where accurate records, responsive administration and sound judgement matter alongside governance knowledge.

The role

- Board and committee cycles: Coordinate papers, circular resolutions, meeting calendars and forward plans; prepare draft agendas, attendee lists and running sheets, and coordinate attendance with management and external parties.
- Minutes and follow-through: Accurately record meeting business, prepare and distribute minutes, track outstanding actions and maintain registers of board and committee decisions.
- Registers and statutory compliance: Maintain director, member, conflicts, fit and proper, insurance declaration and attendance records; review ASIC annual statements and prepare and lodge notifications, financial statements and industry funding levy requirements, arranging related fee payments.
- Systems and documentation:



Maintain Diligent Boards content and user onboarding and departure processes, keep board and committee templates current, and maintain organised governance files.
- Director support: Assist with induction and professional development, respond to requests, manage correspondence and organise meetings and offsites, including director travel arrangements and expense reimbursements.
- Research and governance uplift: Research governance matters, draft internal memoranda, reports and submissions, and support the Company Secretary in identifying improvements and implementing changes across the secretariat function.

About you You will bring at least five years' experience supporting a Company Secretary or working in a corporate governance role, with a strong understanding of the Corporations Act, ASIC requirements, compliance and risk management. Excellent written and verbal communication skills are essential, including the ability to prepare minutes, reports and strategic documents for different audiences.

You work autonomously, anticipate needs and exercise initiative, discretion and sound judgement. Meticulous attention to detail, reliable follow-through and the ability to prioritise competing deadlines are important.



You will also bring strong stakeholder relationships, analytical skills, change management experience and an interest in supporting governance uplift.

Strong Microsoft Office skills and the ability to learn new systems are required, together with an interest or proficiency in using AI solutions for company secretarial and governance work. An undergraduate degree and a Graduate Diploma of Applied Corporate Governance and Risk Management or similar course are desirable, not essential. A current NSW driver's licence is required, with occasional travel to other offices.

About Greenfields Executive Recruitment & Search

Greenfields is one of Sydney's most highly valued, top ranked executive search firms in legal, governance, risk, compliance and company secretarial appointments. We are frequently retained by ASX-listed companies, private and family-owned groups, not-for-profits and government to appoint Chief Legal Officers, General Counsel, General Counsel & Company Secretary, Heads of Legal, Heads of Legal, Governance, Risk and Compliance, Head of Governance and Company Secretary, Heads of Governance, Risk and Compliance (GRC), and highly technical senior in-house counsel.

Interested?

This search is being led by Catherine Wolfe-Coote, Founder & Managing Director of Greenfields Executive Recruitment & Search. Apply in confidence, or contact Catherine directly for a discreet conversation about the role.

Catherine Wolfe-Coote Founder & Managing Director Greenfields Executive Recruitment & Search [email protected]

📌 Assistant Company Secretary | Corporate Governance (Sydney)
🏢 Greenfields Executive Recruitment u0026 Search
📍 Sydney