Assistant Company Secretary

5 months ago

Johannesburg, South Africa PC Staffing Solutions Full time

**PURPOSE OF THE JOB**:
To support the Company Secretary in delivering effective and efficient corporate secretarial and governance services to the Board.

**MINIMUM QUALIFICATIONS**:

- Matric (Grade 12 Senior Certificate)
- Bachelors degree in Law, Business Management or Public Administration or equivalent NQF 7 qualification
- Certificate in corporate governance or Chartered Secretary will be an added advantage

**ESSENTIAL EXPERIENCE**:

- 3 years experience in an Assistant or Company Secretariat role and rendering administrative support to the Board
- Experience in environment is advantageous
- Drivers License desirable

**KNOWLEDGE**:

- Understanding of legislative and regulatory framework such as PFMA, Treasury regulations and Companies Act
- Understanding of Corporate Governance framework such as King III and IV

**KEY RESPONSIBILITIES**:
**COMPANY SECRETARIAT SUPPORT**:

- Coordinate that Board and Committee meetings quorate all times
- Develop and monitor the attendance matrix for the Board and the Committees
- Develop an annual calendar for the Board and Committees
- Prepare draft quarterly agenda for Board, and Committee meetings and submit to the Company Secretary
- Assist the Company Secretary with ensuring that meeting pack are timely dispatched to the Board and Committee members
- Timely prepare draft allocated minutes and action lists and submit to the Company Secretary for review
- Prepare meeting reports of the allocated committees on behalf of the Chairperson
- Coordinate that all the documentation presented by Management for approval are signed by the Chairperson

**ADHERENCE TO LEGISLATIVE AND REGULATORY REQUIREMENTS BY THE ENTITY**:

- Liaise with the Board Chairpersons office to ensure that the Board Charter and Terms of Reference of Various approved by the Board are signed
- Effective maintenance of Board and Committee records, including historical ones pertaining to the Boards decisions in accordance with the legislative requirements
- ssist the Company Secretary to ensure sound administrative and governance services provided to the Board and Committees
- Assist the Company Secretary in ensuring that the Board Charter and Terms of Reference of various Committees are periodically reviewed and approved by the Board
- Assist the Company secretary in ensuring the department has a clean audit by ensuring that documents are ready for audit
- Maintain historical records pertaining to the Boards decisions in accordance with the legislative and Audit requirements

**COORDINATION OF CAPACITY DEVELOPMENT AND INDUCTION OF THE MEMBERS OF THE BOARD AND COMMITTEES**:

- Assist the Company Secretary in preparing Board and Committees Members Induction pack
- Arrange Logistics for the Board and Committees members attending the Induction
- Coordinate Board and Committee members training dates and logistics, following up with the members, and ensuring that the dates are communicated with chosen training provider
- Assist the Company secretary to procure training for Board/Committees as and when required
- Assist the Company secretary to maintain ongoing communication with the Board and Committees Chairpersons and CEO to keep them abreast of ongoing developments within the sector
- Assist the Company Secretary in writing draft submissions on administrative matters

**ADMINISTRATIVE SUPPORT**:

- Assisting with initiating the process to procure the AGM venue with the SCM if necessary
- Assist the Company Secretary in liaising with the relevant departments
- Prepare Board and Committee claims, and subsistence claims effectively, submitting to the Finance unit for processing
- Assist the Company Secretary to coordinate ongoing training and development of the Board members
- Liaise with the Finance/SCM department s to ensure that training that is arranged for the members does take place as planned
- Maintain that logístical and administrative functions such as travel e.g. flight, car hire shuttle, and accommodation are effectively coordinated
- Co-ordinate the Board Annual Strategic Planning Session logístical arrangements
- Assist the Company Secretary in capturing the Committees appointment cross list as and when required

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