Company Secretary Administrator

4 days ago

Johannesburg, South Africa Gauteng Partnership Fund Full time

JOB PURPOSE To play a key role in providing efficient and effective administrative support to the Board, its Sub‑Committees and the GPF Executive Committee. Works closely with the Company Secretary to support coordination, facilitation and recording of activities of the Board, its Sub‑Committees and the GPF Executive Committee. Assist the Company Secretary in the planning and management of the Secretariat and maintains strong relationships with various internal and external stakeholders with the Board on administrative matters. KEY PERFORMANCE AREAS 1. Board and Sub-Committee Administrative Support Serve as a primary contact point between the Company Secretary and Board Members, MEC Office, and Head of Department. Track and prepare required documentation for Board Member appointments and resignations, including submissions to the Master of the High Court. Assist in preparation and coordination of Board and Committee meetings, including external stakeholder engagements where necessary. Facilitate development and maintenance of key governance documents such as Board and Committee charters, and the Shareholder Compact. 2. Board Meeting Coordination and Documentation Plan, arrange, and monitor the annual meeting calendar for the Board and Sub-Committees. Draft, quality check, and distribute Board and Committee agendas and meeting packs. Attend Board and Sub-Committee meetings and ensure efficient conduct, including accurate minute‑taking and action tracking. Manage resolution registers, matters arising lists, Chairperson reports, meeting attendance, declaration records, and request‑based extracts of resolutions and minutes. Ensure appropriate documentation controls and filing via SharePoint and BoardPAC. Coordinate inductions, training, and governance compliance for Board Members. 3. Executive Committee Support Provide secretarial support for Executive Committee meetings, including agenda drafting, scheduling, and documentation tracking. Ensure accurate minute‑taking for relevant Executive Committee meetings and preparation sessions. Maintain resolution registers and action lists and contribute to CEO Office and Secretariat unit meetings. 4. Governance Compliance and Support Manage submission of governance‑related documents to internal and external auditors, including Auditor General and Treasury. Assist with drafting memorandums for Board Member claims, training requests, and insurance‑related matters. Handle sensitive and confidential information with discretion and ensure secure storage on BoardPAC and internal systems. Manage Board Member remuneration invoices and expense claims. #J-18808-Ljbffr

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