Paralegal/administrator

**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