Assistant Company Secretary

2 days ago

Johannesburg, South Africa Tasiso Consulting Full time

Department Public Sector- Minimum experience Executive- Company primary industry Airlines/Aviation- Job functional area Legal**JOB PURPOSE**

The Assistant Company Secretary will be responsible for providing support to the Company Secretary in effectively and efficiently delivering of Board and Committee management, performance reporting, programme management, corporate governance and assurance functions. Advise and ensure compliance with good corporate governance principles

**Formal Qualifications**:
CIS (Chartered Institute of Secretaries) - Board Level

LLB or BCom Law would be advantageous.

Postgraduate legal certificate would be an advantage

**Years of Experience**:

- 5 - 7 Years working experience as Assistant or Company Secretary in a commercial environment.

**Skills & Competencies**:

- Analysis / Problem Assessment;
- Customer Service Orientation
- Judgement / Problem Solving
- Information Monitoring;
- Teamwork / Collaboration
- A high level of Technical / Professional Knowledge
- Verbal / Written Communication;
- Computer Literacy

**OUTPUTS**

**KEY TASKS**

**Execute and Coordinate all tasks relating to Board of Directors**
- Providing guidance and advise to the Board and individual directors on their duties and responsibilities;
- Assist in developing and maintaining relationships with stakeholders and industry bodies through ensuring effective communication to internal and external audiences, and growth of relationship with regulators and as applicable Government.
- Assist with the identification and appointment of suitable new Directors
- 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.
- Assist in providing Board (collectively / individually) with guidance as to their rights, duties, responsibilities and powers.
- Develop annual meeting plans for Board and Board Committees
- Provide for the proper recording of Board and Management Committee minutes and resolutions
- Deal with queries
- Support the Company Secretary in the effective and efficient provision of secretariat services to the Board, its sub-committees and the Executive Leadership Team including preparing agendas, co-ordinating the production of papers and minutes, record-keeping and ensuring that there is effective follow through on all relevant matters arising and action points
- Attend meetings of the Main Board and its sub-committees and taking minutes on behalf of the Company Secretary may be required
- Work with the Deputy Company Secretary in prioritizing the demanding workload to meet all deadlines
- Work with the Deputy Company Secretary to ensure that all relevant scheduling activities are carried out, including organising all aspects of Board and other meetings and ensuring all involved are aware of upcoming commitments and responsibilities
- Collate, review and prepare a range of papers and correspondence, proactively identify and distil pertinent issues where appropriate
- Communicate directly, and on behalf of the Company Secretary, with Board members and others
- Manage projects, research and prepare appropriate reports or presentations independently
- Handle correspondence and documentation for the Deputy Company Secretary, including financial reports and documentation of a sensitive or confidential nature using a high degree of discretion
- Research, prioritise and follow up on incoming issues and concerns for the Deputy Company Secretary
- Review and improve operating practices within the function to ensure it operates to its optimum
- Set up and manage agreed communication system and protocols to ensure consistent standards in all communications from the Company Secretary.

Record Keeping
- Attend meetings
- Maintain all statutory records including all registers of shareholders and directors, minute books and attendance registers. Facilitate effective interaction with external stakeholders.
- Ensure all records are timeously filed with the Registrar of Companies.
- Ensure that the Board Committees and Management Committees are aware of all the legislation and governance requirements, relevant to, or affecting the Company and reporting at any Shareholder / Board/Management Committee Meeting on any failure to comply.
- Ensure that the Board sub-committee, and relevant Management Committees’ charters and terms of reference, are relevant and updated.
- Responsible for the effective adoption, roll out and embedding of governance related policies, within the organization, including around ethics and conflicts of interest.
- Assist the Company Secretary in providing an effective Board and Committee reporting function. This will include the organisation of meetings, minuting and adherence to constitutional documents.

**Initiate Management and Planning**
- Assist in drafting the corporate annual calendar and maintenance thereof.

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