Administrator – Apex Group
Administrator – Company Secretary | Job Post
Apex Group
Johannesburg, Gauteng
Full-Time
Apex Group, founded in Bermuda in 2003, has grown into one of the world’s leading providers of fund administration and middle-office solutions. With more than 13,000 employees across 112 offices globally, we pride ourselves on delivering exceptional service while fostering an environment where talent and innovation thrive. At Apex, we aim not only to empower our people—but to elevate and accelerate their career growth.
Role Overview
We are looking for a proactive, detail-oriented Administrator to join our Governance / Company Secretarial team. In this client-facing role, you will support a designated portfolio of clients by delivering administrative and company secretarial services under the direction of a Senior Administrator and Assistant Manager. You will act as a key point of contact for clients, intermediaries, and internal teams to ensure all statutory and governance requirements are met accurately and on time.
Key Responsibilities
Meeting Administration
- Maintain and coordinate corporate calendars for assigned clients
- Schedule board and committee meetings
- Prepare agendas and compile supporting documents
- Assemble and distribute board packs ahead of meetings
- Attend meetings (virtually) and support the overall meeting process
- Draft and follow up on meeting minutes and action items
- Ensure timely signing and filing of minutes
Minute Drafting
- Produce accurate, concise minutes that reflect decisions and discussions
- Submit minutes for review, approval, and finalisation
Statutory Compliance & Filings
- Monitor deadlines and ensure timely statutory submissions
- Assist in preparing and filing corporate documentation with regulators
- Maintain compliance with jurisdiction-specific governance laws
- Communicate with authorities to retrieve or submit required documents
Maintenance of Statutory Records
- Update statutory registers such as directors and members
- Maintain accurate electronic records and filing systems
- Support updates to internal compliance and documentation procedures
Administrative & Governance Support
- Develop a solid understanding of client structures and relevant laws
- Draft governance documents including resolutions and notices
- Track document progress, filing schedules, and board pack status
- Manage document signatures via platforms like DocuSign
Client Communication & Liaison
- Serve as the first point of contact for assigned clients
- Respond promptly and professionally to queries
- Build and maintain strong relationships with clients and internal teams
- Work closely with Legal and Compliance departments
Client Portfolio Management
- Manage a breadth of client types, from standard to complex portfolios
- Prioritize tasks based on regulatory deadlines and client needs
- Handle complex meeting types with appropriate support
Quality Assurance & Self-Management
- Conduct thorough self-checks before submitting work
- Keep stakeholders informed on progress and deadlines
- Take ownership of deliverables and proactively seek support when needed
- Uphold internal quality standards and KPIs
Team Contribution & Operational Excellence
- Foster a positive, collaborative team culture
- Remain adaptable and solution-focused in a fast-paced environment
- Contribute ideas for process improvement
- Work cross-functionally to support seamless service delivery
Skills & Experience
- Minimum 1 year in corporate administration or company secretarial work
- Understanding of governance processes and statutory requirements
- Knowledge of Luxembourg company law is an advantage
- Experience with board portals or digital governance tools preferred
- Proficient in Microsoft Outlook, Word, and Excel
- Excellent verbal and written communication
- Strong attention to detail and accuracy
- Ability to multitask and manage competing priorities
- Comfortable working with senior stakeholders
- Strong interpersonal skills and willingness to learn
What We Offer
- A unique opportunity to join an expanding global organisation
- Competitive compensation aligned with experience
- Training and development to support career growth
Additional Information
Apex Group is an equal opportunity employer and is committed to fair and inclusive hiring practices. All employment decisions are based on skills, qualifications, and experience. We value our impact on people, the community, and the environment. Learn more about our Corporate Social Responsibility initiatives on our website.
Please note: Unsolicited CVs from recruitment agencies will not be accepted. Apex follows a direct sourcing recruitment model.