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Board Coordinator, Company Secretary

Insignia Financial
Sydney, Australia
Closing date
Apr 26, 2024

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Job Function
Industry Sector
Finance - General
Employment Type
Full Time
  • Be part of a team and culture that values people
  • Permanent Full-Time role
  • Location: Sydney

The Role

This role is responsible for solution focused business support within Insignia Financial's Company Secretary division, providing coordination and support to subsidiary Boards and other high-profile and senior stakeholders including Company Secretaries, Directors and Executives.

Key Responsibilities:
  • Preparation of correspondence and compilation of presentations for both internal and external audiences.
  • Collection and preparation of information for Board and Committee meetings.
  • Preparation of Board and Committee agendas, and coordination and collation of Board and Committee paper and circular resolutions.
  • Preparing shell minutes and coordinate forward planning for Board and Committee meetings.
  • Distribution of Board and Committee packs, including to Directors.
  • Prepare, organise and coordinate Board and Committee meeting dates, calendar and invites for Directors and attendees.
  • Maintain confidential records, registers and filing of board paper, correspondence, and related material for ease of retrieval.
  • Process invoices and expense claims for payment, adhering to expenses policies and procedures on behalf of Company Secretary team members and directors.
  • Coordination of audit, legal and regulatory information requests.
  • Liaison with Corporate Affairs & Marketing on ASX announcements and website updates (Director Bios, policies and procedures).

To be successful in this role you will possess:
  • 5+ years' relevant work experience in similar coordination or administrative role, working with senior stakeholders in a large corporate environment.
  • Prior experience with Diligent Boards or similar board paper distribution software will be well regarded
  • Familiar dealing with senior Executives, Directors, and all levels of staff.
  • Strong change and stakeholder management skills.
  • Excellent problem-solving, interpersonal and communication skills.
  • Strong verbal and written communication abilities and exceptional attention to detail.
  • Ability to produce high quality output at speed.
  • Ability to work as a member of a team as well as independently with minimal supervision.
  • Ability to work under pressure, manage multiple tasks and prioritise deadlines under conflicting requirements.
  • Strong organisational skills, to maintain rigour of reporting cycles and timelines.
  • Proactive mindset and good at anticipating stakeholders' needs.

  • Development opportunities at an ASX top 200 company
  • A professional, supportive and friendly culture
  • A range of corporate and lifestyle benefits

The Business

Insignia Financial is one of Australia's leading wealth management organisations, undertaking a rapid and exciting transformation. The Insignia Financial group has been helping Australians secure their future since 1846. Over the decades, we have grown substantially to become a leading provider of quality financial services and are listed on the Australian Securities Exchange in the ASX top 200 (ASX: IFL).

To Apply

Please submit your resume with a covering letter by clicking on "Apply Now."

Applicants will be required to provide evidence of their eligibility to work in Australia, and at a minimum be required to undertake police and basic credit checks as a condition of employment.

Please note that applications from agencies will not be considered at this time.

At Insignia Financial, we have a culture of belonging. We are an 'every person' organisation that welcomes and appreciates everyone for who they are. If you need assistance or an adjustment during the application process because of your personal circumstances, please reach out and let us know. We recognise and celebrate the value of individual difference.

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