Company Secretary

Role Accountabilities: 

In performing this role, the Company Secretary will liaise with the Chair and the CEO to fulfill the following specific responsibilities:

Governance

• Ensure that the organisation complies with the AAGE Constitution.
• Facilitate the smooth operation of the board’s mechanism by advising on and supporting good governance practices.
• Prepare, in consultation with the chair, the agenda for board meetings and annual general meetings (AGMs), and assist in preparing any necessary documents.
• Ensure that board meeting and AGM minutes are accurately recorded, maintained, and distributed to all members promptly.
• Maintain statutory books, including registers of members, directors, and secretaries.
• Handle correspondence, collate information, and write reports, ensuring decisions made are communicated to the relevant company stakeholders.
• Advise on the implications of proposed policies and ensure all policy documents are up to date.
• Oversee the organization’s risk management and compliance frameworks.
• Liaise with the Finance and Risk Committee Chair to confirm agenda for meetings and any support required for meetings including attendance.
• Maintain the ASIC register for the AAGE, the Big Meet Company and Directors including ensuring financial documents are lodged, Director details are maintained and management is advised of any additional reporting required or when annual fees are due.
• Collect and maintain declaration of interests information from Board members, Committee members and AAGE staff on an annual basis
• Liaise with the Board Chair and CEO to ensure Board induction process are followed and co-ordinating a smooth and efficient induction for new directors.
• Preparing and/or revising Board and Committee charters to ensure they are kept current and are adhered to.
• Liaise with the CEO to ensure current Deeds of Access, Indemnity & Insurance are in place, having regard to market practices, for each officer.
• Take initiative for continuously improving board processes.

Leadership

• communicate clearly and regularly to ensure consistent understanding of Board requirements and good governance, in a coherent and consistent framework.
• create an environment of collegiate commitment to achieve and support the AAGE vision and strategy as determined by the Board.
• protect the brand and reputation of the AAGE.

Ethical and Responsible Decision Making

• Setting the standards of behaviour and leading by example.
• Making decisions in accordance with agreed policies and practices.
• Providing counsel to the Chair and CEO

Hours

The Board meets every 8 weeks via teleconference for a period of 2hours.The Board Committees meeting quarterly via teleconference for a period of 1.5 hours. This combined with committee and board paper preparation, the total anticipated hours required per month would be 10-12 hours.