Project Secretarial Services Manager with ref. · Cobalt NZ

Our client is looking for their next star Project Secretarial Services Manager to help keep multiple projects running on track while simultaneously managing the governance for the business. Due to the previous manager retiring, there now exists a vacancy at our client’s North-shore office that will play a key role in ensuring that all meetings, minutes and action lists are managed with meticulous accuracy and a good speed. Given the interesting mix of projects underway at the moment, you can be sure that each day will be different, providing you with opportunities to flex your secretariat skills and feel valued for the vital role that you play in helping deliver on these projects.

This position will initially start out as a 3-month fixed-term contract, but will quickly move into a permanent position in the business. You will have a solid reporting line into the Manager of Governance & Performance but also a dotted reporting line into managers of various business units. In addition to the core function of the position, being company secretary, governance and project delivery work, you will also be enabled to build trust with senior business leaders as an integral part of the project delivery strategy.

Key duties & responsibilities:

• Full secretariat services to various control, governance and assurances boards (as well as others as required)
• Attend all meetings, produce and distribute formal minutes and actions items list timeously, including distribution of any relevant reports.
• Produce agendas and distribute meeting packs for various board meetings.
• Review papers and status reports being submitted to various boards, ensuring information is prepared to a high standard of quality, accuracy and consistency.
• Monitor actions lists ensuring allocated items are actioned in a timely fashion.
• Review and recommend actions for any conflict of interest declarations.
• Maintain decision registers.
• Ensure that all formal minutes, decision registers, board papers, status reports and meeting packs are filed and secured in the document repository system.
• Ensure compliance with Health and Safety Policy.
• Any other ad-hoc work allocated by the Manager of Governance and Performance.

You will ideally have:

• A legal or relevant tertiary qualification.
• A proven track record of providing corporate secretariat services at board level within a reputable organisation.
• Prior experience in the property or construction industries would be advantageous but not required.
• Extensive knowledge and experience in governance, particularly board and programme delivery governance and controls.
• Be able to travel nationally (not extensive, only on occasion).

This is a unique position that doesn’t come around very often, so if it has piqued your interest and you have the required experience, we would love to hear from you!

For a confidential chat, contact Harrison on 027 274 5926 or by sending your CV and a short cover letter (one paragraph will suffice) to [email protected] or by clicking on ‘APPLY’ now.