Office Assistant Secretary

5 days ago

Rivonia, South Africa RJPersonnel Full time

5years
- Co-ordinate and manage timelines in terms of statutory documents that need to be adhered to, thereby ensuring compliance through the timeous filing of the statutory and governance records of all companies administered by the Company Secretariat.
- Attend to the preparation, filing, payment and follow up of all regulatory submissions to CIPC and other regulatory bodies, as required.
- Perform comprehensive statutory audits of all new companies.
- Ensure that the declaration of interests of all active directors are maintained and updated to ensure compliance with the Act.
- Maintain all directors’ and shareholders’ contact details and FICA documentation,
- thereby ensuring that it remains current and up to date.
- Draft and/or review ordinary and special resolutions, maintain resolution registers and circulated resolutions for signature on Diligent. Follow up on all outstanding signed resolutions. Draft ad hoc resolutions and/or correspondence for various transactions, agreements, tenders, and new suppliers when required.
- Maintain the electronic meeting management diary and set up reminders, in line with the planning schedule of all scheduled meetings.
- Prepare draft agendas for the board and committee meetings in line with the planning schedule and make any amendments thereto.
- Assist with drafting of meeting material, where required.
- Collate documents for the meeting packs from the relevant role players in line with the planning schedule for the relevant meeting.
- Follow up on board and committee action sheets to ensure that status updates are received from management in line with the planning schedule for the relevant meeting.
- Ensure that the draft electronic board and committee packs are uploaded onto Diligent, circulated to the relevant chairman of the meeting in line with the planning schedule and deadlines and attend to any amendments thereto after the review by the chairman of the meeting.
- Ensure that the approved electronic board and committee packs are uploaded onto Diligent at least 7 calendar days before the relevant meeting.
- Distribute approved electronic meeting packs to external invitees of the meeting.
- Prepare a hard copy of the approved meeting pack for record purposes.
- Attend to the Microsoft teams’ booking, or meeting room bookings, set-up and catering.
- Arrange parking and attend to any travelling arrangements for the board and committee members as well as invitees.
- Arrange conference call facilities, if required.

**Qualifications and Experience**:

- NQF Level 6: Completed CIS and/or similar legal qualifications relating to an assistant company secretary role.
- A minimum of 5 years’ experience in a company secretarial or legal environment.
- Good understanding and practical implementation of the Companies Act, 2008 (“the Act”) and King IV.
- Knowledge of business policies, administration, processes and procedures and legal compliance.
- Thorough understanding and working knowledge of CIPC processes.

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