Assistant Company Secretary

Western Cape, Stellenbosch

Assist the Company Secretary with the administration related to the compliance of legal and statutory responsibilities to which the company has to adhere, but also work independently with regards to the fulfilment of the position of company secretary of certain companies.

ASSISTANT SECRETARY
- Attend meetings, take minutes, ensure statutory compliance resulting from decisions taken at meetings.
- Determine and communicate meeting dates so that all attendees are informed timeously about the where, when and what of meetings.
- Receive agenda reports, copy, bind and distribute all agendas to give attendees enough time to prepare for meetings.
- Responsible for the punctual completion of statutory forms to prevent penalties.
- Assignments as required from time to time by the company secretary during the normal course of business, must be handled promptly and correctly to ensure that the department operates successfully.
- Prepare minuted decisions.
- Prepare proxy forms re to investee companies’ meetings.
- Statutory administration (company law compliance, specific submission of annual CIPC returns to the CIPC, as well as the submission of the CIPC Compliance Checklist)

CSI SECRETARY
- Compile the annual CSI budget for Large & Smaller Donations
- Keep these budgets updated with payments and changes during the financial year.
- Keep record of Article 18A tax certificates received and outstanding regarding donations. Follow up on outstanding certificates.
- Compile the annual CSI operating budget and keep it updated with payments, etc.
- Check and have invoices approved for payment. Arrange payment.
- Set up donation committee meetings and schools project sub-committee meetings.
- Collect agenda documents and request these documents from the relevant individuals/beneficiaries.
- Compile the agenda topics and have it approved by the relevant chairmen of the meetings.
- Arrange for binding and distribution of the agendas.
- Attend meetings and keep minutes, type and distribute minutes.
- Keep record of reports from beneficiary organisations and follow up when reports are outstanding.
- Keep the donations policy updated.
- Compile quarterly Donations Rejected Report for agendas.
- Handle telephonic donations requests.
- Collect and verify information on CSI spend and beneficiaries for the Annual Report.
- File correspondence.
- Keep record of all donations/contribution’s requests.

KNOWLEDGE, SKILLS AND EXPERIENCE:

- KNOWLEDGE/QUALIFICATIONS:
Working knowledge of the 2008 Companies Act, statutes and deeds of incorporation of companies (MOI’s, where applicable) is required.

Relevant tertiary qualification with experience.

SKILLS
- Good communication skills in both Afrikaans and English
- Good interpersonal skills
- High detail orientation
- Good logical thinking
- Accuracy
- Effective time planning and management
- Good organisational abilities
- Teamwork
- Computer literate and ability to learn system
- Able to function under pressure
- Bilingualism with above average proficiency in English
- Computer literate in MS Office: Excel, Word, PowerPoint (to a limited extent), MS Outlook, Skype for Business. Google, when information on charity organisations is needed.

EXPERIENCE

5 years appropriate experience with at least 3 years of demonstrated experience in a similar role.

The ability to act in the position of the Company Secretary.

KEY SUCCESS FACTORS
- Ability to complete aspects regarding Companies Act provisions.
- Accurate bookings regarding dates and venues for meetings.
- Accurate compilation, binding and distribution of agendas.
- Ability to find filed documents/contracts.
- Accurate administration of the purchase/sale of listed shares.
- Effective handling of requests by the company secretary.
- Accurate taking of minutes.
- Good knowledge of the administration of companies.
- Precision, accurate numeracy, record keeping, effective completion of correspondence, verbal and written communication skills.

For more information please contact:

- Carin Walters