Corporate Secretariat Coordinator

Corporate Secretariat Coordinator
Position No: 1981RLT
Division: Risk, Legal & Tax
Location: Brisbane Metropolitan
Work Type: Permanent - Full Time
Applications Close: 28/02/2018 11:00 PM

The opportunity

We currently have a permanent opportunity for an experienced Corporate Secretariat Coordinator to join QIC's Risk, Legal and Tax team in our Brisbane Head Office.

The strategic focus of QIC's Corporate Secretariat team is to create, support and maintain leading practice governance frameworks that meet the needs of both our internal and external stakeholders. We advise on, and connect the decisions and activities of QIC's business through effective management of our corporate governance framework.

Reporting to the Head of Corporate Secretariat, the Corporate Secretariat Coordinator will support the Corporate Secretariat team to:

• Serve the Board of Directors, Board Committees, Management Committees, investment trusts and other entities within QIC, by providing necessary support, information and advice to enable the Corporate Secretariat team to perform their duties.
• Facilitate and coordinate outsourced service providers in relevant areas such as director/secretary services, registry services and billing. Co-ordination of travel and accommodation, meeting logistics, bookings and other ad hoc support.
• Maintain and safeguard QIC's official records and reports according to the principles of good governance while complying with relevant laws and regulations.

Role accountabilities include

• Co-ordinating the collation and preparation of Board and Committee papers, including preparation of standing papers on administrative matters and assisting contributors around the business to prepare papers of a very high standard.
• Publishing board papers on the distribution service (Diligent) and minute taking.
• Managing logistics and arrangements for board and committee meetings (i.e. room bookings, travel, accommodation and catering).
• Assist in managing action items raised at Board and Committee meetings, including co-ordination of responses and completion of items within required timeframes.
• Maintaining registers and engaging external service providers for IP, business name and domain name registers.
• Coordinating IP and trademark applications, new registrations and related matters.
• Assist with drafting shareholder correspondence.
• Maintaining the Corporate Secretariat electronic records system (Blueprint).
• Preparing Corporate Secretariat marketing materials for use in client presentations and client due diligence responses.
• Establish and maintain an appropriate records management and filing system for all records and documents associated with the role, as well as assisting with ASIC and regulator filings.
• Processing Directors' and team expenses/invoices in Finance systems (Tech One and Concur).
• Maintain accurate company secretarial records (including corporate and trust statutory records).
• Maintain QIC's intellectual property assets (Trademarks, Business Names, Domain Names), applications and renewals (including IP register).
• Assist with the maintenance of the relationship with the government department representing the shareholder and assist in the preparation of Quarterly Reports, Annual Reports, Annual Statement of Corporate Intent and Corporate Plans.

The ideal candidate

As a strong candidate for this role, you will demonstrate prior experience in a similar role, with a high level of focus on preparation of Board Papers and minute taking coupled with your exemplary attention to detail and administrative skills. You will be astute with document management processes and have strong report writing skills. Success in this role will be achieved by a proactive approach to achieve outcomes, as will identifying and implementing process improvement opportunities.

Experience from a company secretariat or similar Government environment with an understanding of Corporate Governance will be highly regarded, as will a familiarity with investment funds and structures.

Why QIC

QIC Limited (QIC) is a leading global alternatives investment provider for sovereign wealth funds, superannuation funds and other institutional investors. QIC delivers services to over 110 like-minded institutional investors in Australia and internationally with more than A$85.5 billion (31 January 2018) in funds under management.

Spanning fixed interest and liquid strategies, infrastructure, real estate, private capital and multi-asset solutions, QIC adapts its approach to suit the investor and the investment context.

At QIC our pursuit is to be an inclusive organisation - one in which every employee has a true voice. We want every employee to have a sense of belonging within QIC and this includes feeling like his or her difference is valued, whatever the difference. We want to build people leader capability to reduce unintended bias and ensure we are leveraging the uniqueness of all our people.