Paralegal/administrator
2 weeks ago
**Job Advert Summary**:
To provide professional secretarial and office support/administration services including diary management to the office of the Company Secretary and the Chairman of the Board. Facilitate operational efficiency and assist the Chairman of the Board and the Company Secretary to achieve strategic objectives. To manage the administrative requirements of the office of the Chairman of the Board and Company Secretary and assist with scheduling, planning and coordinating all Divisional activities
**Minimum Requirements**:
Preferred Minimum Education and Experience
Administrator or Secretarial Diploma and/or CSSA Governance Practitioner (NQF7)
3-5 years Experience as a Personal Assistant for an Executive Manager / CEO / CFO / MD/Board Member
3 years Corporate law paralegal/national public sector administrator environment experience
Critical Competencies
Microsoft Office
Telephony
Oral and Written English Language proficiency
Legislation
Additional Requirements
Extended hours as and when required
Travel as and when required
**Duties and Responsibilities**:
Key Performance Areas
1. Board Chairperson Support
Manage diary and invitations
Provide comprehensive reception services
Assist with management of mail
Manage records and documents
Coordinate the review and signature of correspondence and other documents
Arrange travel and itineraries
Arrange chauffer services
Book venues and arrange catering for meetings
2. Board and Board Committees
Prepare and maintain annual Board and Board Committee Schedules
Manage events as and when instructed
Manage Board System including ensuring that MMS Teams recordings are downloaded and saved as per Company Secretary Records Management Manual requirements
Coordinate IT support for Board
Collate Board attendances
Prepare schedule of Board fees/disbursements and validate
Prepare invoices for Board members and validate
Book and arrange payment for Board development as instructed
Arrange travel and itineraries of Board and Committee members
3. Registry
Sorting information and documents for filing according to database and record management system protocols
Classifying and coding information and documents for inclusion in database and record management systems
Updating and modifying records
Filing information and documents in database and record management systems
Identifying and retrieving information and documents for users
Recording file and document movements
Archiving inactive files including labelling of storage locations, and assembling and labelling new files
Assist with the identification and disposal of duplicate or redundant files
Assist with the maintenance of a records retention schedule
Assist with the disposal of records
4. Paralegal Support
CIPC Practice
Prudential Authority Practice
National Treasury Practice
5. Office of the Company Secretary
Manage the payment of accounts
Coordinate the review, signature and publication of governance instruments
Manage backend of Office of Company Secretary Intranet folder as instructed
Compile audit packs as directed by BSM
Prepare presentations as and when required
Book venues and arrange catering for divisional meetings
Take minutes at divisional meetings and prepare matters arising
Inventory Control
Procure goods and services as instructed
Book and arrange payment for Office of the Company Secretary training and development as instructed
Arrange travel and itineraries for Office of Company Secretary
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