Personal Assistant and Legal Secretary

3 weeks ago

Johannesburg, South Africa TotalEnergies Full time

Secretarial/Administrative Support

JOHANNESBURG-BIERMANN AV(ZAF)

South Africa

**Corporate **Legal Compliance and Governance**:

- Conducting compliance research and rigid analysis to monitor the regulations of the organisation and support the Company Secretary and the company’s governance and compliance teams in the business
- Providing administrative support to the Company Secretary and/or Head of Lega on company secretarial and/or corporate governance issues to ensure the legal, statutory and regulatory obligations of TMSA and its subsidiaries and other related entities are met
- Manage assigned projects that involve corporate compliance/governance up to implementation phase; compile appropriate communication material and the co-ordinate communication and training of stakeholders responsible for compliance and governance within the organisation in collaboration with the corporate governance team

**Company Secretarial activities**
- Provide professional administrative support service to the Company Secretary
- Support all the board/s and committees activities, engaging with Directors, Executives and respective business divisional managers as assigned by the Company Secretary
- Arrange and organise Board and Committee meetings as assigned
- Prepare agendas, ad hoc reports and minutes of assigned boards and committees to be supported
- Ensure the consolidation of appropriate Board and sub-committee papers as well as other applicable management committees
- Distribute of Board packs, planning, implementation and recording of regular meetings between the Board, its sub-committees as well as certain other management meetings as required from time to time
- Manage and track the decision register ensuring structured interaction between Management and the Board
- Maintain all statutory records for the organisation and its subsidiaries including minute books and attendance registers.
- Assist in the proper induction, orientation, ongoing training and education of Directors, including assessing the specific training needs of the Directors and Executive Management in their fiduciary and other governance responsibilities; develop high level content material for these purposes in the best interest of TMSA as set out in the Companies Act and all other applicable legislation
- Support with the preparation for the annual evaluations of the Board, its individual Directors and Senior Management as required.
- Generally support the Company Secretary and function as a liaison for the office of the Company Secretary
**Personal Assistant**
- Provide assistance to 4 General Managers - i.e. Travel bookings, arranging conferences, diary management, typing documents & other general office management duties
- Provide general office management support to DIVCOM’s
**Minimum Qualification**:

- Appropriate qualification or related business qualification with relevant 5 experience, at least 3 years PA role
**Competencies/Skills**:

- Ability to work in a fast paced, changing environment with high degree of accuracy
- Ability and gravitas to work with authority at top management level
- Good time management and the ability to work independent, proactively and within required deadlines
- Strong planning, organisational, co-ordination, administrative and writing skills
- Good computer literacy
- Good networking, interpersonal and communication skills

**Context and environment**

The need for a standardised proactive approach with regard to corporate legal compliance and governance by all stakeholders underpinned by best fit business policies and procedures.

The Company Secretary, relies on the Assistant Company Secretary to provide a professional secretary service, including formal appointments (as agreed by those Boards and Committees), and all related necessary tasks to ensure the appropriate support is provided to the Company Secretary and all statutory requirements are met effectively and timely.
In addition, the jobholder assists Company Secretary in developing and maintaining a culture of legal corporate compliance to support the company’s mission to create, employ, sustain and monitor the company’s corporate legal compliance effort and ensure that all departments of the SA based organization are abiding by the relevant company laws and regulations and to ensure that the effectiveness of the company’s policies is reviewed and corporate auditing is conducted at regular intervals in collaboration with the TSA Governance team.

The jobholder will also be required to provide Personal Assistant support to 4 General Managers and their respective DIVCOM’s

**Minimum Qualification**:

- Appropriate qualification or related business qualification with relevant 5 experience, at least 3 years PA role
**Competencies/Skills**:

- Ability to work in a fast paced, changing environment with high degree of accuracy
- Ability and gravitas to work with authority at top management level
- Good time management and the ability to work in

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