Coordinator - Company Secretary

Job Title and Job Grade

Company Secretary Coordinator
Job grade: C1

Job Purpose

To provide executive support by providing full secretarial & administrative support whilst maintaining confidentiality and discretion at all times. To act as a key support partner to and be an extension of the Company Secretary, Company Secretarial Team, Executive Directors and 12 Non-executive board members, through professional interactions with various stakeholders that are engaged with on a daily basis.

Role Location

Growthpoint Head Office in Sandton, Johannesburg. The Company will accommodate some flexibility in this regard.

Working Conditions

This role requires an incumbent that will work overtime to meet the team’s deadlines and work in a highly pressurised work environment.

Reporting Manager

The Company Secretary Coordinator reports to the Company Secretary.

Direct Subordinates

No direct subordinates.

Budget Responsibility

No budget responsibility.

Duties and responsibilities
- Ensure all diary appointments are effectively managed for the Company Secretary.
- Manage general information, queries, phones calls and invitations and redirect as required.
- Endeavour to resolve queries directed to the CoSec, minimising the number and type of issues brought to their attention.
- Newly appointed Non-executive Directors.
- Ensure correct communication and documentation is completed and submitted in terms of the Companies Act, i.e., Schedule 13, Declaration, D & O Insurance, Dealing in GREIL Shares, consent letter and welcome letter. SENS drafted and sent out.
- Obtain and file their personal documentation, including ID, passport, banking details, interests etc.
- Set up an induction, including time with CEO’s, Exco and senior management. Ensure they receive an ‘induction pack’ in advance of first Board meeting.
- Ensure Growthpoint letterheads are amended as and when required (appointments, resignations, change in titles etc.)
- Coordinate and schedule dates all Group Exco, SA Exco, IT Steering Committee, Deal Forum, Growthpoint Board and Growthpoint Committee meetings, as well as Healthcare Property Holdings Board, Advisory Committee, AGM and Audit & Risk Committee meetings and Healthcare Management Company Board meetings for the year/s ahead.
- Liaise with the Company Secretary, GOZ, Globalworth, GREIL, marketing, Growthpoint Chairman, and all Non-executive Directors to obtain all dates for required meetings. Meetings to be scheduled in all Board, Exco and Directors diaries and communicated to all relevant parties.
- Venues and facilities to be booked for all meetings, including video conferencing with regional offices, Webex rooms etc.
- Effecting diary date changes timeously and checking of Director availability as per Terms of Reference quorums.
- Dietary requirements and catering to be arranged and confirmed ahead of all meetings. All changes communicated timeously.
- Prepare draft agendas ahead of all meetings.
- Minutes and agendas to be distributed to all relevant parties timeously for input.
- Liaise with relevant parties for creation of the meeting packs of the following Committees:
? Group Exco

? SA Exco

? Growthpoint Board

? Growthpoint Governance and Nomination Committee

? Human Resources and Remuneration Committee

? Risk Management Committee

? Audit Committee

? AGM

? Healthcare/ Student Accommodation Property Holdings Board

? Healthcare / Student Accommodation Property Holdings Audit & Risk Committee

? Healthcare / Student Accommodation Property Holdings AGM

? Healthcare / Student Accommodation Management Company Board
- This entails collation of submissions from the business, ensuring accuracy and correct documents are uploaded on BoardView and printed for packs and delivered timeously.
- Arrange Growthpoint drivers to collect and drop off travelers timeously. Effecting travel changes timeously.
- Sign off order forms and ensure travel documents in order in the absence of the Group FD’s PA.
- Draft the meeting timetable for distribution to Board/Committees.
- Draft the meeting timetable for distribution to Group and SA Exco.
- Draft the meeting timetable for distribution to Deal Forum.
- Draft the production timetable for all meetings.
- Printing and binding of packs for SA Exco, Group Exco, Healthcare / Student Accommodation Board and Committees for Senior Assistant Company Secretary.
- Liaise with Non-executive board members to ensure that they receive all relevant and required communication timeously.
- Carry out general administrative duties and assist the Senior Assistant Company Secretary with setting up Healthcare Student Accommodation board meetings and other Healthcare / Student Accommodation committees.
- Generate JSE tokens. SENS announcements sent to all NED's Liaison with JSE Listing requirements.
- Ensure all general queries and requests are responded to in an informative timeous and professional manner, including Auditor queries.
- Management of Diligent E-platfor