Company Secretary Administrator - 12 Month Fixed term Contract

A new role = A new way to win together

You belong at Coles Group where we look ahead, have a plan, and are up for the challenge. We learn and grow by taking career-defining opportunities and this one may just be your next.

About the team

Because of our size, who we are and what we do, each day brings with it a lot of complexity that our legal team make simple. With a deep understanding of Coles Group’s goals and values, we’re able to provide practical and commercial advice that helps us all win.

About the Role 

As a Company Secretary Administrator, you will play a key role in supporting the Company Secretariat function by delivering high-quality administrative and secretarial assistance. This role ensures the smooth operation of the Group’s and Board’s affairs, maintaining compliance with statutory and regulatory obligations. You will be instrumental in managing corporate records, supporting governance processes (including support in preparation, co-ordination and upload of Board and Committee papers), and liaising with internal and external stakeholders including the Share Registrar and ASIC

This is a dynamic role involving Company Secretariat administration and secretarial support, offering a unique opportunity to work closely with a high-performing governance team in a fast-paced corporate environment. 

You Will Also Have 

• Assist in Coordination of Board and in particular, the Audit and Risk Committee meetings, including preparation of Agendas, editing and formatting papers, paper circulation and uploading to Diligent. 

• Maintenance of internal governance systems, databases, and document management tools in particular, Teams, SharePoints, GEMs, Diligent.  

• Supporting in overall AGM preparation, particularly the event management of the AGM, including liaising with third-party vendors and managing internal stakeholders.  
• Supporting the Annual Report, Suite program including assisting with the project management aspects (calendar coordination, timetabling, Teams and SharePoint set up), support review of internal drafts and other associated corporate governance activities. 

• Oversight of subsidiary company registers and statutory filings. 
• Monitoring and updating governance content on the Coles intranet and website. 
• Supporting shareholder queries and dividend processes and liaising with the Company’s Share Registrar, Computershare. Responsibility for ensuring Computershare’s invoices is in accordance with its contract. 
• Liaison with external stakeholders such as ASIC and Share Registrar.
• With oversight from Group Company Secretary and Deputy Company Secretary, responsible for internal risk assessments to be completed.   
• Keep up to date with Diligent updates and be a key contact point for Diligent issues, internally and with Diligent.  

About You and Your Skills 

• Proven experience in administrative or assistant roles within a corporate or legal environment. 
• Exposure to a Company Secretariat or legal team is advantageous but not essential. 
• Exposure to Diligent, MS Teams and SharePoint ideal.  
• Proficiency in Microsoft Office Suite (Word, Outlook, PowerPoint, Excel) and Adobe. 
• Strong organisational skills with the ability to manage multiple priorities and meet deadlines. 
• High attention to detail and ability to produce high-quality written work. 
• Excellent interpersonal and stakeholder management skills. 
• Ability to work independently and always maintain confidentiality. 
• A proactive, collaborative, and adaptable approach to work. 

Preferred Skills 

• Experience with statutory filings and corporate registers. 
• Familiarity with governance systems and document management platforms. 
• Understanding of corporate governance processes and regulatory requirements. 
• Tertiary qualifications in secretarial studies, business administration, or a related field. 
• Experience supporting senior executives or Board-level stakeholders. 
• Ability to manage sensitive information with discretion and professionalism. 

Why Coles?

 
You’ll join a trusted Australian brand committed to doing what’s right for customers, suppliers, and communities. As part of our Risk & Compliance team, you’ll play a vital role in shaping how we adapt to evolving legislation and industry standards. 
 
We’re proud to offer flexible working, inclusive culture, and opportunities to grow your career across one of Australia’s largest and most iconic businesses. 

What’s in it for you?

• Flexible working options: We know that work is only one part of your life, so we actively encourage a positive work-life balance and provide hybrid working options to help you achieve it.
• Office perks: Take advantage of our gym facility and fitness classes, free parking, BBQ area, mini-Coles supermarket, fooderie hub where you can sample new products before they hit the shelves, school holiday program and so much more when you come in.
• Discounts: Eligible team members receive 5% discount all year round on your Supermarket and Liquor online and in-store purchases. We also offer additional periods of double discount (10%) at various times throughout the year. As well as hotdeals exclusive to team members that translate into additional savings.
• Reward through recognition: Give and receive recognition, linked to our Coles values, through our digital recognition platform ‘mythanks’. You can accumulate points to redeem in the online shop for exciting gifts and electronic gift cards from an extensive range of retailers.
• Opportunities for learning and development: No matter where you start within our diverse business, you’ll have experiences, exposure, and education to satisfy you. Discover and explore a variety of career development programs and job-specific training.
• Paid parental leave: We understand how important your life outside work is and offer permanent team members paid parental leave to support you in balancing work and family.
• Investment in your future: Our annual team member share plan offer allows eligible team members to make regular pre-tax salary sacrifice deductions to purchase Coles Group shares.

About the recruitment process

We’re continuing to build a gender equitable team, and a culture that is just as diverse, inclusive and welcoming as the communities we serve. We are committed to creating a workplace that is safe and respectful for our team. We encourage applications from people of all ages, cultures (including Aboriginal and Torres Strait Islander peoples), abilities, sexual orientation and gender identities.

We’re happy to adjust our recruitment process to support candidates with disability. For further information and additional contact details visit the ‘Our Recruitment Process’ section of our careers site or email inclusionrecruitment@coles.com.au

#LI-SK2