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  

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

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