Assistant Company Secretary

Company Overview

Join our dynamic and innovative team, where we are redefining support for For-Purpose and small-medium sized organisations. Led by a female founder, she is committed to creating flexible working options, inclusivity and driving impactful change. As we continue to expand with the number of clients we support, we're seeking a highly skilled Assistant Company Secretary to support our clients and join the team. 

Virtual Support Specialists (VSS) provides comprehensive governance support services for for-purpose organisations and small to medium sized Australian businesses. Our mission is to empower leaders by delivering tailored solutions in company secretariat services, comprehensive board support, minute-taking, HR support and executive assistance.

Position Overview and Purpose

The Assistant Company Secretary provides dedicated support to the Chair of the Board (Chair) and/or Chief Executive Officer (CEO) of client organisations, ensuring effective governance processes. This role operates primarily in a remote capacity through email and platforms such as Microsoft Teams and Zoom, with in-person attendance at Board meetings required upon client request, typically for their annual AGM. The role balances flexibility with a client centred approach to service.

The role will be best suited to someone that has project management capabilities with being able to manage your own time and deliverables and can support multiple clients. Availablity to attend monthly online Board meetings for several clients, from between 5 - 9pm at night is an essential requirement of this role.

The purpose of this position is to facilitate the smooth operation of Board and Committee activities by managing administrative functions, supporting meeting logistics and ensuring follow up actions are executed effectively for our clients. Reporting to the Director of Virtual Support Specialists, the Virtual Assistant Company Secretary plays a vital role in delivering high-quality support and maintaining proactive communication regarding task completion and timelines.

Key Responsibilities:

The primary intention of this role is to provide Board support to Virtual Support Specialists (VSS) clients, as part of our outsourced Board assistance support offer. This may involve collaborating with other team members and working directly with the client. Responsibilities vary by client, but generally encompass the following key areas:

• Liaise with the Chair and/or CEO to prepare and finalise Board and Committee meeting agendas in accordance with the Board’s constitution, organisational objectives and meeting priorities.
• Compile and distribute the meeting pack ahead of Board and Committee meetings, providing Directors and Members with at least seven (7) days to review all materials.
• Attend all Board and Committee meetings, providing consistent support in both in-person and virtual formats.
• Accurately record meeting minutes, noting key motions, resolutions and/or action items.
• Maintain an up-to-date action register to track follow-up tasks.
• Update and finalise minutes based on any requested changes, promptly redistributing final versions to all Board members.
• Complete client-assigned tasks within designated timelines and ensure all work meets established client quality standards.
• Communicate with the Director regarding any challenges in completing tasks, requests for additional time or changes in availability to maintain effective client support.
• Ensure that every client feels like they are valued. 

Key skills and attributes:

The Virtual Assistant Company Secretary role emphasises collaboration and mutual support to meet deadlines and deliver exceptional service to our clients. You will be a part of a team that collaborates together and supports one another. The following attributes are considered essential for success in this position and include, but are not limited to:

• A minimum of 5 years of experience as an Assistant Company Secretary or minute taker.
• Exceptional organisational and time management skills.
• Experience supporting not-for-profit/for purpose organisations.
• Self-motivated, with a focus on finding efficient methods to complete tasks.
• Strong attention to detail and accuracy in all deliverables.
• Resilience but knowing that you have a supportive Director and team behind you.
• You aren’t afraid of a challenge and can think outside of the box.
• Proficiency in the MS Office suite.
• Experience with Board Management Systems.
• Excellent communication skills.
• Excellent interpersonal skills, with the ability to build relationships in a virtual setting.

Why Join Us:

• Be part of a dynamic and inclusive team that's driving meaningful change for our clients.
• Work closely with a visionary female founder who's passionate about mentoring and empowering her team.
• Enjoy competitive compensation and benefits, along with opportunities for professional growth and development.
• Thrive in a collaborative and supportive work environment where your contributions are valued and recognised.
• Enjoy a flexibility in your week to spend time with family, friends, hobbies etc. 

If you have experience supporting NFP Boards and want to be part of a company supporting visionary leaders and driving positive change in the community, join us in supporting our amazing clients and their causes.

To apply, please submit your resume and a cover letter outlining your relevant experience and why you're excited about the opportunity to support our female founder.