Administrator Role at The Apex Group – Apply Now!

Full-time

Apex

📌 Job Details

📍 Locations: Johannesburg (Sasol Place) & Tshwane (Aramist Avenue)
🏢 Company: Apex Group
⏰ Job Type: Full-Time
📄 Contract Type: Permanent
🆔 Requisition ID: JR-0007541

📝 Job Overview

Apex Group is seeking a proactive and detail-oriented Administrator – Company Secretary to join its Governance and Company Secretarial team. This client-facing role is responsible for providing high-quality administrative and company secretarial services to a designated client portfolio under the guidance of senior team members.

The successful candidate will support statutory compliance, board and committee governance processes, and client communications while ensuring that all regulatory and corporate obligations are met accurately, efficiently, and on time. This role offers excellent exposure to global governance structures within a fast-growing international financial services organisation.

🔑 Key Responsibilities

Meeting Administration

  • Coordinate and maintain corporate calendars for assigned client entities

  • Schedule board and committee meetings in line with governance requirements

  • Draft and circulate meeting agendas in collaboration with stakeholders

  • Prepare, collate, and distribute board packs ahead of meetings

  • Attend meetings virtually and support end-to-end meeting processes

  • Track action items and ensure timely signing of approved minutes

Minute Drafting

  • Draft accurate, clear, and professional meeting minutes

  • Capture key discussions, decisions, and resolutions in a neutral tone

  • Circulate minutes for review, approval, and finalisation

Statutory Compliance & Filings

  • Monitor statutory deadlines and ensure timely regulatory filings

  • Assist with preparation and submission of corporate documentation

  • Ensure compliance with jurisdiction-specific legal and governance frameworks

  • Liaise with regulatory authorities and online filing platforms

Statutory Records Management

  • Maintain statutory registers including directors and members

  • Ensure accurate electronic record-keeping and document control

  • Support updates to internal policies and governance documentation

Governance & Administrative Support

  • Draft resolutions, notices, confirmations, and governance documents

  • Manage document signing processes using digital platforms such as DocuSign

  • Maintain trackers for filings, board packs, and document workflows

Client Communication & Liaison

  • Act as first point of contact for allocated clients and intermediaries

  • Respond to queries professionally and within agreed turnaround times

  • Build strong working relationships with clients and internal teams

  • Liaise with Legal and Compliance teams as required

Client Portfolio Management

  • Manage multiple client portfolios with varying complexity

  • Prioritise work based on deadlines, regulatory requirements, and client needs

  • Take ownership of assigned deliverables with appropriate escalation

Quality Assurance & Self-Management

  • Perform detailed self-reviews to ensure accuracy and compliance

  • Maintain proactive communication on task progress and deadlines

  • Uphold Apex Group quality standards, KPIs, and governance controls

Team Contribution

  • Contribute positively to a collaborative and respectful team culture

  • Participate in process improvement and operational excellence initiatives

  • Adapt effectively in a fast-paced and evolving environment

🎓 Minimum Requirements & Skills

  • Minimum of 1 year’s experience in corporate administration or company secretarial services

  • Understanding of board governance and statutory compliance requirements

  • Knowledge of Luxembourg company law or similar frameworks advantageous

  • Experience with board portals and digital governance tools preferred

  • Proficiency in Microsoft Outlook, Word, and Excel

  • Strong written and verbal communication skills

  • Exceptional attention to detail and organisational ability

  • Ability to manage multiple priorities under pressure

  • Professional confidence when liaising with senior stakeholders

🎁 What Apex Group Offers

  • Opportunity to join a large and rapidly expanding global organisation

  • Competitive remuneration aligned with skills and experience

  • Structured training and professional development opportunities

  • Exposure to international clients and governance frameworks

  • Inclusive, high-performance, and values-driven culture

🏢 About Apex Group

Founded in 2003, Apex Group is one of the world’s largest fund administration and middle-office solutions providers, employing approximately 13,000 people across more than 112 offices globally. Apex delivers locally tailored, cross-jurisdictional services while driving innovation, sustainability, and long-term value for clients, employees, and communities.

📄 CV Tips – Company Secretary & Governance Roles

  • Highlight company secretarial, governance, or corporate administration experience

  • Emphasise exposure to board meetings, statutory filings, and compliance work

  • Include experience with governance software, board portals, or DocuSign

  • Demonstrate attention to detail, deadline management, and professionalism

  • Keep your CV structured, concise, and legally accurate

⚖️ Employment Equity & Company Policy

Apex Group is an equal opportunity employer. All employment decisions are made based on merit, qualifications, and experience, without discrimination on any protected basis. Apex is committed to responsible business practices and positively impacting people, society, and the planet.

Unsolicited CVs from recruitment agencies will not be accepted. Apex operates a direct sourcing model.

To apply for this job please visit theapexgroup.wd3.myworkdayjobs.com.