Executive Assistant

3 days ago

Johannesburg, Gauteng, South Africa Boardroom Appointments Full time R250 000 - R500 000 per year


Key purpose:

Assist the Group Company Secretary in performing the duties as required by a public company listed on the JSE.

Duties and responsibilities:

  • Assist the Group General Counsel in performing the duties as required by a public company listed on the JSE.
  • Effectively communicate and resolve high level telephone enquiries (Non-Executive Directors, CEO and CFO).
  • Manage and screen telephone calls for the Group Company Secretary.
  • Organise and maintain the diary of the Group Company Secretary.
  • Formulate and ensure the distribution of the Annual Schedule of Meetings across the Group, maintain updates and changes in Directors and Exco calendars.
  • Upload and publish Board and sub-Committee meeting packs on Due Diligence for access by Board and Exco.
  • Due Diligence administrator and engage with users /service provider to resolve issues.
  • Ensuring that all administrative and statutory processes for meetings are complied with, e.g. issuing of notice, appointment of proxies, attendance registers, annual declaration of interests etc.
  • Ensure the maintenance of accurate and up to date Board and sub-Committee attendance registers and minute books.
  • Drafting and executing of extracts of minutes of meetings of the Board and Executive
  • Committee of the Company and distribution thereof to directors and senior executives.
  • Assisting with the induction of newly appointed directors.
  • Assists with preparation of annual evaluation of NEDs and Committees.
  • Preparing quarterly payment schedules and invoices for all NEDs and process for payment.
  • Co-ordinate the submission of reports by various departments/businesses and loading on Due Diligence.
  • Dealing effectively with general requests and enquiries from subsidiary companies and/or external parties.
  • Type and format contracts and general correspondence including the proof reading of minutes and other crucial documents.
  • Co-ordinate the bookings of all conferences and seminars for the department.
  • Co-ordinate all social interactions for clients and/or the department.
  • Supervise all general office duties to ensure the efficient administration of the department.
  • Administer the SharePoint Portal site in respect of the Legal Department.

Qualifications and experience:

  • Matric / Grade 12
  • Relevant Diploma or Certificate
  • Must have a minimum of 3 to 5 years Executive Secretary experience
  • Sound knowledge of corporate governance and company statutory principles will be advantageous

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