Deputy Company Secretary

Company Description

Deputy Company Secretary

Do amazing work

A career with Viva Energy is more than just a job. It’s a chance to join a group of people dedicated to supporting Australia’s evolving energy and convenience needs. We’re a leading retail, industrial and energy business, and we’ve been helping Australians reach their destination for more than 120 years.

Our plans for the future support Australia’s energy transition to sustainable, lower carbon energy solutions. And our recent acquisitions of Coles Express and OTR, we provide Australians with outstanding convenience.

At the heart of our plans is people power. People who want to grow and evolve with us. People with new perspectives, energy and passion to drive Viva Energy and their careers forward.

About Viva Energy

Join a team that values diversity. Viva Energy is a great place to be yourself. We believe in our people, trust in their positive intentions, and empower everyone to amplify their voice across the business. We value inclusion because that’s how we get the best outcomes.

Awarded the WGEA Employer of Choice for Gender Equality for the past five years highlights that we are driven by our people and continuing our focus on making Viva Energy reflect the ever-changing face of Australia.

Job Description

Deputy Company Secretary (Fixed-Term Maternity Leave Contract) Viva Energy Australia

Reporting to the Group Company Secretary, the Deputy Company Secretary plays a pivotal role in supporting Viva Energy’s Board and its Committees to fulfil their obligations under the Corporations Act, ASX Listing Rules, and other relevant governance frameworks. While the Group Company Secretary serves as the primary liaison to the Board, the Deputy Company Secretary provides hands-on support to ensure the effective, efficient, and compliant operation of all governance processes across the organisation.

This role is instrumental in delivering robust corporate governance, statutory compliance, and disclosure practices within a highly regulated, ASX-listed environment.

Responsibilities

Board and Subsidiary Governance

• Act as Secretary to listed-Board Committees and various Group subsidiaries.
• Prepare agendas, work with business stakeholders to prepare papers, collate and distribute meeting packs, and minute Board Committee and supporting management meetings.
• Maintain and update terms of reference and annual Board agenda programs.
• Chairman and Director support including director onboarding and training programs.
• Oversee governance of subsidiaries, including overseas entities.
• Oversee group structure charts and legal entity records.
• Ensure alignment with governance frameworks and regulatory requirements.

Corporate Governance, Regulatory & Compliance

• Assist with preparation and lodgement of ASX announcements and filings.
• Assist in the preparation and delivery of the Annual Reporting Suite, including the remuneration report and corporate governance statement.
• Project manage the Annual General Meeting including the preparation of meeting materials and engagement on obtaining shareholders’ votes.
• Administer Employee Incentive Plans and Share Purchase Plans, including liaison with People & Culture and Share Registry.
• Maintain and update the Group’s Manual of Authorities.

Disclosure

• Continuous Disclosure (manage process, training and stakeholder in the substantive decisions)
• Securities Trading – prohibited period analysis, trading clearances and reporting to ASX.

Qualifications

• Tertiary qualifications in law, governance, or a related field (Chartered Secretary status highly regarded).
• Demonstrated corporate governance experience in a listed company environment.
• Strong knowledge of Corporations Act, ASX Listing Rules, and governance codes.
• Excellent written, analytical, and interpersonal skills.

Additional Information

We welcome applicants from diverse backgrounds including Aboriginal and Torres Strait Islander people and encourage and support diversity in our traditional and non-traditional roles.

Please note: This role is being sourced through Viva Energy Australia, therefore we will not be accepting applications via external recruitment agencies.