Introduction

We are seeking an exceptional, highly organised and mature professional to work directly with the Group CEO / Principal during an important six-month implementation period.

This is not a conventional temporary Personal Assistant or diary-management role.

We are seeking an exceptional, highly organised and mature professional to work directly with the Group CEO / Principal during an important six-month implementation period.

The role will suit an individual who is comfortable entering an entrepreneurial and evolving environment, creating order where systems are still developing and delivering measurable outcomes within a defined period.

2. Purpose of the Six-Month Appointment

The initial six-month mandate is designed to establish the administrative, governance and information-management foundations required to support:

• The Group and its subsidiaries.
• The Group's investments and commercial interests.
• Ongoing restructuring and development of Group structures.
• The developing Family Office.
• Family Trust and related family governance structures.
• The Principal's executive and strategic administration requirements.

The successful candidate will be expected to work independently, exercise sound judgement and take ownership of the implementation process.

The appointment is outcome-focused. Success will be measured by the quality, completeness and sustainability of the administrative systems, records, registers, trackers and procedures established during the six-month mandate.

 

6. Candidate Profile

The Ideal Candidate

The ideal candidate will be a highly capable Executive Assistant, Group Office Administrator, Corporate Governance Administrator or Family Office Administrator with experience operating in a complex, confidential and entrepreneurial environment.

The role requires significantly more than traditional executive support.

The preferred candidate will have demonstrated experience in creating systems, coordinating multiple stakeholders, managing complex information and establishing effective administrative infrastructure.

The individual should be comfortable working directly with a CEO, Founder, Chairman, Principal or entrepreneurial business owner.

Relevant Backgrounds

Recruitment agencies should target candidates with experience in one or more of the following:

• Family offices or private wealth environments.
• Investment holding companies.
• Diversified private business groups.
• CEO, Chairman, Founder or Principal's Offices.
• Multi-company or multi-entity organisations.
• Corporate governance or company-secretarial environments.
• Corporate legal or legal-administration environments.
• Accounting, tax or professional-services firms.
• Investment, property or financial-services environments

 

Duties & Responsibilities

 

3. Key Responsibilities

A. Executive Support to the Group CEO / Principal

• Managing and coordinating executive priorities and actions.
• Maintaining an effective executive action and follow-up system.
• Coordinating meetings with internal and external stakeholders.
• Preparing meeting agendas, documentation and supporting materials.
• Following up on agreed actions and commitments.
• Coordinating communication and information flow between the Principal, management teams and professional advisers.
• Assisting the Principal in maintaining oversight across multiple companies, investments and Family Office activities.
• Managing sensitive and confidential information with absolute discretion.

B. Group Office & Administrative Infrastructure

• Establishing a structured Group administrative office.
• Designing and implementing practical filing and document-management systems.
• Organising existing corporate, financial, legal, ownership and investment documentation.
• Establishing secure electronic document repositories.
• Creating appropriate information-access and confidentiality controls.
• Establishing central administrative registers and trackers.
• Documenting processes to ensure they can be maintained and repeated.

C. Corporate, Governance & Company Administration

Working in coordination with external professional advisers, the successful candidate will assist with the administration of the Group and related entities.

Responsibilities will include:

• Compiling and maintaining a master Group Entity and Ownership Register.
• Maintaining records for subsidiaries, investments and other relevant entities.
• Establishing corporate governance filing systems.
• Coordinating board and trustee meeting calendars.
• Preparing and coordinating meeting packs and supporting documentation.
• Maintaining records of resolutions, actions and follow-up requirements.
• Establishing board and trustee action registers.
• Coordinating CIPC, beneficial ownership, KYC and related administrative requirements with professional advisers.
• Maintaining a central compliance calendar.

D. Restructuring & Professional Adviser Coordination

• Coordinating the collection of information required for restructuring activities.
• Maintaining a detailed restructuring implementation tracker.
• Monitoring outstanding actions and deadlines.
• Coordinating meetings between legal, tax, accounting and other advisers.
• Maintaining a professional adviser and service provider directory.
• Following up on information requests and deliverables.
• Maintaining clear records of recommendations, decisions and implementation actions.

E. Family Office & Family Governance Administration

• Establishing appropriately separated records for family, trust, investment and commercial matters.
• Organising Family Trust documentation and records.
• Establishing a secure Family Office document archive.
• Maintaining appropriate confidentiality and information-access protocols.
• Supporting the administration of family governance matters where required.
• Coordinating meetings, records and follow-up actions relating to the Family Office and Family Trust.
• Ensuring appropriate separation between private family matters and commercial Group records.

F. Central Registers & Information Management

The successful candidate will establish and maintain central registers covering:

• Group entities and ownership.
• Contracts and legal agreements.
• Insurance policies and renewal dates.
• Banking facilities and financing arrangements.
• Properties and property-related information.
• Investments and investment records.
• Professional advisers and service providers.
• Governance and compliance requirements.
• Executive and implementation actions.

4. Six-Month Implementation Plan & Deliverables

Months 1–2: Establish & Organise

• Establish the Group administrative office.
• Compile a preliminary master register of all companies and investments.
• Organise existing corporate, financial, legal and ownership documentation.
• Establish secure electronic document-management systems.
• Create separate records for the Family Trust, Family Office, subsidiaries, investments and commercial matters.
• Compile a professional adviser directory.
• Establish the Group compliance calendar.
• Establish an executive action tracker.
• Coordinate the collection of information required for restructuring activities.
• Identify major information gaps, outstanding documentation and administrative risks.

Months 3–4: Governance & Implementation

• Coordinate the establishment and administration of Group and related structures.
• Maintain the restructuring implementation tracker.
• Coordinate meetings between legal, tax, accounting and other advisers.
• Establish board and trustee meeting calendars.
• Coordinate board packs, trustee packs, resolutions and action registers.
• Establish corporate governance filing systems.
• Coordinate CIPC, beneficial ownership, banking, KYC and related administrative requirements with professional advisers.
• Develop central registers for contracts and legal documentation.
• Establish central insurance registers.
• Establish banking and financing registers.
• Establish consolidated property and investment registers.
• Assist with the implementation of Group reporting procedures.

Months 5–6: Institutionalise

• Document administrative processes and procedures.
• Establish repeatable monthly Group reporting routines.
• Finalise the central corporate records system.
• Establish ongoing board and governance administration procedures.
• Implement annual compliance and governance calendars.
• Establish appropriate confidentiality and information-access controls.
• Finalise the Family Trust and family governance archive.
• Prepare an administrative procedures manual.
• Identify outstanding governance, compliance and administrative risks.
• Prepare a six-month implementation report for the Principal.

5. Six-Month Success Measures

1. A complete Group Entity & Ownership Register.
2. A functioning Group Compliance Calendar.
3. A secure Corporate Document Repository.
4. A complete Restructuring Implementation Tracker.
5. Properly separated Family Trust, Family Office and commercial records.
6. A functioning Board & Trustee Administration System.
7. A central Contracts & Legal Register.
8. A central Insurance Register.
9. A central Banking & Financing Register.
10. A consolidated Property & Investment Register.
11. A professional Adviser & Service Provider Register.
12. A functioning Executive Action Tracker.
13. Documented administrative procedures and controls.
14. A clear list of outstanding actions, risks and compliance matters.
15. A comprehensive six-month implementation report and handover framework.

Desired Experience & Qualification

7. Essential Experience & Capabilities

The successful candidate should demonstrate a strong track record in:

• Establishing administrative systems and processes.
• Managing complex and confidential documentation.
• Creating registers, trackers and reporting systems.
• Coordinating multiple stakeholders and professional advisers.
• Managing actions, deadlines and implementation projects.
• Supporting senior executives, founders, CEOs, chairpersons or principals.
• Operating across multiple companies or business units.
• Organising corporate, financial, legal and governance information.
• Managing competing priorities independently.
• Following through on commitments and outstanding actions.
• Bringing structure to an unstructured or rapidly evolving environment.

8. Personal Competencies & Attributes

The successful candidate must demonstrate:

• Exceptional organisational ability.
• Initiative and a proactive approach to problem-solving.
• Strong ownership and follow-through.
• Maturity and sound professional judgement.
• Absolute discretion and integrity.
• Exceptional attention to detail.
• Strong written and verbal communication skills.
• Diplomacy combined with appropriate assertiveness.
• Adaptability in an entrepreneurial and evolving environment.
• The ability to work independently with limited day-to-day supervision.
• Commercial awareness and financial literacy.

9. Qualifications & Technology

A relevant tertiary qualification in Business Administration, Corporate Governance, Law, Finance, Management or a related discipline would be advantageous but is not essential.

Relevant experience, maturity and demonstrated implementation capability will carry significant weight.

The candidate should be highly competent in:

• Microsoft Outlook.
• Microsoft Word.
• Microsoft Excel.
• Microsoft PowerPoint.
• Electronic document-management systems.
• Secure cloud-based document repositories.
• Spreadsheet-based registers and trackers.
• Calendar and meeting-management systems.

 

 

Package & Remuneration

Negotiable