Deputy Company Secretary

CRO – Deputy Company SecretaryRole DescriptionThe Deputy Company Secretary ensures adherence to corporate governance, maintains corporate records and internal registers, and manages board and committee meetings including reporting. This role involves alignment between the board of directors, senior management, shareholder, regulatory authorities and professional advisors including lawyers and auditors. and the corporate administration of the company.Reporting Lines, Grading & DedicationManCo Domain: Chief Risk OfficerCentral Function/ Business Unit: Central FunctionLocation: Belgium (Brussels / Antwerp)Department: ComplianceDirect Reports: N/ASub-department: Company SecretarySolid Reporting Line: Company SecretaryJob Family: EmployeeFunctional Reporting Line: N/AOther: N/AJob RequirementsExperience:Degree in Law, Business Administration, or related field (or equivalent through experience)Proven track record in corporate governance and company secretarial functionExperience in reporting on board and committee meetings.Competencies:Balancing stakeholders (B 32): anticipating and balancing the needs of multiple stakeholdersManage Complexity (B 8): making sense of complex, high-quantity, and sometimes contradictory information to effectively solve problemsPlan and Align (E 25): planning and prioritising work to meet commitments aligned with organisational goalsEnsure Accountability (F 1): holding self and others accountable to meet commitmentsCommunicates Effectively (I7): developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiencesTravel requirements:Up to 20% of time may involve travelIn some cases, international travel to the various office locations is requiredSkills:Uses analytical thinking to identify key issues and draft reports/minutesLanguage: Dutch and/ or French (native), English (fluent); German is a plusMethodological skills: attention to detail, maintaining effective document management systems, developing and maintaining corporate calendars and action lists Software & tools: Microsoft 365 (advanced)Core Tasks & ActivitiesBoard & Governance SupportOrganize and prepare agendas and meeting packs for board and committees.Draft and circulate meeting minutes, track action items, and follow up as needed.Organize training sessions for board and committee members.Support maintaining the company’s governance framework, policies, and procedures.Support review of governance practices and recommend improvements.Maintain accurate records of board and committee resolutions and statutory filings.Manage company records and handle shareholder queries, reporting, surveys in this regard.Corporate LegalCompliance with applicable corporate laws and regulations (e.g., BCCA and related legislation across jurisdictions).Implement and document corporate legal decisions.File required documentation with competent authorities.Maintain statutory registers, including those of members, beneficial ownership, external mandates, conflicts of interests, power of attorneys and group structure charts, etc.Provide legal advice on corporate law and governance to the board and business units.Monitor legislative and regulatory developments and assess their relevance to the company.Support business units with corporate legal matters, including obtaining official certificates.Draft and coordinate notarization and legalization of documents e.g. powers of attorney.