Assistant Company Secretary

Job Description

To provide proactive, reliable, and efficient administrative and operational support within the designated functional area, ensuring seamless business processes.

Hello Future Administrator: Assistant Company Secretary

Welcome to FNB, where we believe help is at the heart of human greatness. Our vision is to be a great business helping to create a better world.

As part of our talent team, you will be surrounded by unique talents, diverse minds, and an adaptable environment that lives up to the promise of staying curious. Now’s the time to imagine your potential in a team where experts come together and ignite effective change.

Role Overview:

To provide efficient administrative and operational support to the Company Secretarial team, ensuring the smooth coordination of governance processes, accurate record keeping, calendar management, invoice and Directors’ Fees payment administration, and compliance with internal procedures and statutory requirements.

Are you someone who can:

• Deliver service excellence through accurate, timely, and professional administrative support aligned to organisational values and service standards.
• Set up, manage, and maintain calendars for the Company Secretarial team, board, and committee activities, including scheduling meetings, diarising key governance deadlines, and sending reminders.
• Provide day-to-day administrative assistance to the Company Secretarial team, including document preparation, filing, and record management.
• Process, submit, and follow up on invoices related to Company Secretarial activities in line with internal finance procedures.
• Track invoice status accurately, including approvals, payments, queries, and reconciliations, ensuring timely settlement and clear audit trails.
• Liaise with Finance and service providers regarding invoice queries, discrepancies, and payment confirmations.
• Coordinate logistics for board, committee, and statutory meetings (meeting packs, attendance registers, scheduling, and follow-ups).
• Maintain statutory registers, governance records, and databases under guidance from the Company Secretarial team.
• Provide administrative and coordination support for internal and external audits, including preparation of documentation, information requests, schedules, follow‑ups, and maintenance of audit evidence and records.
• Assist with the submission, tracking, and safekeeping of regulatory and statutory filings.
• Manage the administration, calculation, and payment of Directors’ Fees and emoluments, ensuring amounts align with approved mandates, attendance records, and applicable policies; prepare, submit, and accurately track payments, including supporting documentation, approvals, reconciliations, and audit trails, in accordance with finance, payroll (where applicable), and governance control requirements.
• Manage correspondence, reminders, and action logs relating to governance and secretarial activities.
• Build effective working relationships with stakeholders across teams and functional areas.
• Support risk mitigation by ensuring accuracy, confidentiality, and proper document control.
• Participate in learning and development activities appropriate to the role.

You will be an ideal candidate if you:

• A relevant administrative, paralegal or business qualification (or equivalent experience).
• Minimum 3–5 years’ experience in an administrative or governance support role (administrative exposure advantageous).
• Strong organisational, planning, and time-management skills.
• High attention to detail and commitment to accuracy.
• Good verbal and written communication skills.
• Ability to handle sensitive and confidential information with discretion.
• Proficiency in Microsoft Office (with strong Excel skills), document management systems and Board portal systems.

   You will have access to:

• Opportunities to learn about corporate governance and regulatory processes.
• Collaboration with experienced professionals in a dynamic environment.
• Exposure to structured governance frameworks and best practices.
• Opportunities for personal and professional growth.

   We can be a match if you are:

• Always doing the right thing – Fight for ethical conduct and transparency, both inside and outside
• Curious – Believe in insight, creativity, and its power to unlock value
• Deeply Invested – Take initiative and be a leader in your own right
• Valuing differences – Be inclusive, gracious, decent, and humble
• Building Trust not Territory – Crete a culture of sharing
• Courageous  – We’ve built a culture of bravery by speaking our minds and encouraging others to do the same

Are you interested to take the step? We look forward to engaging with you further.  Apply now!

https://firstrand.wd3.myworkdayjobs.com/en-US/FRB/login

All appointments will be made in line with FirstRand Namibia’s Employment Equity plan.

The Group actively supports the recruitment and advancement of people with disabilities. We encourage that candidates voluntarily declare their disability and consult the Group should they require reasonable accommodation

Closing date: 21 May 2026

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Important Closing Date Note

Take note that applications will not be accepted on the below date and onwards, kindly submit applications ahead of the closing date indicated below.

22/05/26