Purpose
Reporting to the Company Secretary, this position will be responsible for carrying out clerical and secretarial duties while providing overall administrative support to the Governance and Secretarial team. The incumbent will be responsible for the administration of all private and confidential company secretarial matters including taking minutes as required.
Qualification and Experience Required:
NQF Level 6: Secretarial diploma and other relevant qualifications relating to a company secretarial administrative role
5 years’ experience in company secretariate or legal environment
Key Responsibilities:
Type letters and reports
Follow-up on and track supplies
Controls stationary and orders all consumables
IOD and related administration
Keep records of history files
Responsible for all administration around company statutory documents including maintaining of share and directors’ registers
Maintain and update the company’s contracts register
Address shareholder and board member queries on an ongoing basis
Provide internal customer support as required e.g. FICA requirements
Prepare minute templates and take minutes during meetings
Prepare and circulate meeting agendas
Administer Group EXCO, Board and Committee meetings including the arrangement of refreshments
Maintain a register of resolutions
Produce professional documents, briefing papers, reports, presentations and general correspondence
Manage the annual calendar for board and committee meetings
Update the Directors’ toolkit quarterly on Diligent
Circulate minutes and resolutions for signature on Diligent
Administer payment of directors / Non-Executive Director (NED) fees, ensuring that correct payment is made by accurately monitoring meeting attendance
Update remuneration certificates annually and file to regulatory and auditors
Assist with regulatory submissions – PA and CIPC – through a thorough understanding of the process, conducting checks, making payment, following up on documents for submission
Monitor spend based on the cost centres’ annual budget
Knowledge, Skills and Competencies Required:
Knowledge of business policies, processes and procedures, legal compliance
Ability to take accurate minutes of meetings
Excellent practical knowledge of Microsoft office suite
Ability to liaise effectively with top management and board Â
Familiarity with Board management systems
Numerical reasoning
Attention to detail
Judgement and Decision-making
Verbal and written communication
Service Orientation / Customer Responsiveness
Building relationships
Planning, Organising and Follow through
Ethical behaviour (honesty/integrity)
Self-Management
Stress handling