Role Description: Company Secretary - Maltix

Reporting To: Board of Directors (with administrative liaison to the CEO)

Overall Purpose: To ensure Maltix's compliance with all relevant corporate governance regulations, statutory requirements, and internal policies. The Company Secretary acts as a key advisor to the Board of Directors on legal and governance matters, facilitates effective communication between the Board and management, and maintains the company's official records.

Key Responsibilities:

• Board Support & Administration:

  • Coordinate and manage all Board and committee meetings, including preparing agendas, circulating papers, and taking accurate minutes.

  • Advise the Board on corporate governance best practices, legal obligations, and statutory compliance.

  • Facilitate effective communication between the Board, senior management, and shareholders.

  • Maintain corporate records, including statutory registers, Board resolutions, and company policies.

  • Assist with the induction of new directors and ongoing director training.

• Legal & Regulatory Compliance:

  • Ensure Maltix complies with all applicable company laws, regulations, and listing rules (if publicly listed).

  • File statutory returns and documents with the relevant regulatory authorities (e.g., Malta Business Registry, MFSA).

  • Monitor changes in corporate governance practices and legal requirements, advising the Board on necessary adjustments.

  • Oversee compliance with data protection regulations and other relevant legal frameworks.

• Shareholder Relations:

  • Manage shareholder communications, including annual general meetings (AGMs) and extraordinary general meetings (EGMs).

  • Handle shareholder queries and maintain the register of members.

  • Ensure compliance with all requirements related to share capital and dividends.

• Advisory Role:

  • Provide expert advice to the Board and senior management on all matters relating to corporate governance, company law, and ethical conduct.

  • Act as a central point of contact for legal and compliance queries within the organization.

• Policy & Procedure:

  • Assist in the development, implementation, and review of internal policies and procedures to ensure adherence to governance standards.

Ideal DISC Profile (Company Secretary Maltix - Internal):

• High D (Dominance): Essential for asserting the importance of compliance, driving adherence to deadlines, ensuring policies are followed, and confidently advising the Board. This ensures the necessary authority to uphold governance.

• High I (Influence): Important for effectively communicating complex legal and governance information to diverse internal stakeholders (Board, management, employees). This facilitates clear understanding and buy-in, rather than just dictating rules.

• Moderate S (Steadiness): Sufficient to build consistent internal relationships, provide reliable support, and ensure stability in processes. Not so high as to resist necessary changes in regulation.

• High C (Conscientiousness): Absolutely critical for meticulous attention to detail, accuracy in record-keeping, deep understanding of regulations, and ensuring absolute compliance. This is the bedrock of the role.

Ideal DISC Profile (Company Secretary Maltix - External):

• High I (Influence): Important for representing Maltix effectively to external regulators, legal counsel, and shareholders, projecting professionalism and clear communication. This builds trust and positive external perception.

• High S (Steadiness): Crucial for building long-term, stable relationships with external advisors (e.g., auditors, legal firms), regulators, and shareholders. This projects reliability and consistency.

• Moderate D (Dominance): Sufficient to represent the company's interests firmly in external dealings, assert positions when necessary (e.g., with regulators), and ensure the company's perspective is heard.

• Moderate C (Conscientiousness): While focusing on relationships externally, retains a strong underlying commitment to factual accuracy and adherence to legal frameworks when communicating or negotiating with external parties. The external face is approachable but underpinned by solid knowledge.