Executive Board Secretary

5 months ago

Johannesburg, South Africa Vivo Group Full time

**Executive Board Secretary - 12 Months Contract**

The aim of this position is to provide a full range of secretariat services and to advise the Board of Trustees on governance and legal matters. To ensure the effective, proper and efficient functioning of the Board and all its sub-committees. To provide secretarial services to the Board, minute-taking and reporting, compilation and distribution of documents, important document filing; management of documents on SharePoint and the necessary archiving and storing for referencing and legal compliance. To Monitor internal activities of the organisation to ensure compliance with all relevant statutory and regulatory requirements.

**Advisory Services**
- To provide Board Members with guidance as to their duties, responsibilities and powers.
- To make Board Members aware of any amendments to Legislation that regulates Brand South Africa.
- To ensure that Minutes, Matters Arising and Resolutions of the Board and other Board Sub
- Committees are kept up to date and communicated timeously to CEO and Head of Departments
- (HOD’s) for implementation.
- Minutes are to be taken in a prescribed format as will be provided and in line with the Board Minute taking guidelines.

**Providing end-to-end secretariat support to the Board and its committees**
- Develop and maintain the Board calendar of events and meetings.
- Organise meetings and distribute packs within 7 working days prior to an ordinary meeting and 3 working days prior to a special meeting.
- Preparation of agenda’s, matters arising and Chairperson’s reports in consultation with Chairperson.
- Ensure meeting Packs are distributed and circulated timeously.
- Ensure recordings are kept and minutes reflecting the true record of the meeting are taken.
- Distribution of resolutions and matters arising within 2 working days after the meeting.
- Circulation of minutes for inputs and comments to the Board of Trustees; CEO within 4 working days after the meeting.
- Ensure secure record keeping and confidentiality of documents.
- Provide monthly reports on Board and or Committee governance related matters.
- Preparing for and organising meetings. This entails drafting and finalising the agenda and packs, organising the logistics, minute taking, response, feedback to specific agenda items / matters arising. Undertaking any follow up and maintaining professional relationships. Also raise matters that warrant the Board’s attention.

**Governance**
- Alongside the Board Chairperson, support new members to understand their role and function.
- Carry out in conjunction with the Chief Executive Officer (CEO) the induction of new Board members.
- Assist Board with identifying training, proper induction and orientation including assessing specific training.
- Assist the Board with annual Board assessments.
- Assist the Board with carrying out their fiduciary and governance responsibility in line with good governance, the Constitution and Legislation.
- Assist the Board and Committee members, with recording Conflict of Interest Disclosures.
- Ensure Constitution and Committee Charter are updated timeously, signed and distributed in line with the rules of the Constitution.
- Provide advice on governance issues faced by the Board.
- Develop and maintain an up to date interest declaration registers.

**Compliance to Legislation and compliance calendar**
- Provide central source of guidance and advice to the Board and within the organization on Compliance matters.
- Ensure there is a compliance calendar and yearly work plans for all committees.
- Manage the POPIA and PAIA compliance within the organisation.
- Manage the Compliance Checklist and liaise with departments and report on status in the ARCO meeting
- To ensure Legal compliance within Brand South Africa.

**Providing Secretariat to the BOARD Committees**
- Preparing for and organising meetings. This entails drafting and finalising the agenda and packs, organising the logistics, minute taking, undertaking any follow up and maintaining professional relationships.
- Ensure that the attendance register is signed by all attendees

**Ensure legal compliance and obligations for a Trust**
- Liaison with regards to appointments, retirements, resignations and removal of Board Members.
- Register Trustee Changes with the Master of the High Court.
- Manage legal and contractual issues with partners and suppliers.

**Informing, advising and supporting the Board in terms of Governance and Compliance, PFMA and KING III. General administration**
- Monitor internal activities of the organisation to ensure compliance with all relevant statutory and regulatory requirements.
- Ensure that the Board is aware of the obligations regarding legislation, regulations and standards required by codes of best practice.
- Provide accurate and properly researched knowledge for the Board to make informed decision.
- To provide a central source of guidance and advice within the organisation on matte

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