Company Secretarial Administrator: Group: Company Secretariat at Sanlam Indie

About the Job

What will you do?
This role exists in our Group Secretariat department which is focused on establishing and maintaining appropriate governance structures and mechanisms to enable good corporate citizenship within the regulatory environment as well as ensuring compliance with legal, regulatory and listing requirements.

• The company secretariat administrator will perform company secretarial and general office support to the assistant group company secretaries, which includes but is not limited to maintaining statutory records, end-to-end meeting administration, travel arrangements, calendar/diary management and KYC matters. What will make you successful in this role?
• Prepare minutes frameworks ahead of all exco, committee or board meetings.
• Prepare, plan and collate input for agendas and drive matters arising feedback. Obtain and collate reports required for meeting packs, within pre-determined timeframes, which are to be distributed via Diligent and/or PDF.
• Prepare and circulate written resolutions.
• Maintain physical and digital statutory records which includes minutes, resolutions, company registers, share registers, resolution registers and beneficial ownership registers.
• Maintain company records at the Companies and Intellectual Property Commission (CIPC). File annual returns, amend directorships, lodge any requisite amendments or documentation within the prescribed period.
• Co-ordination of meetings: annual calendars, arrange venue, parking, catering and IT Support.
• Collaborate with other stakeholders to prepare the annual corporate calendar.
• Assist with KYC related matters, with input from the assistant group company secretary.
• Assist with stakeholder management matters.
• Provide support to board and/or committee members as required.
• General office management
• Filing
• Diary management
• Office resource management
• Travel and accommodation arrangements
• Booking of venues and meeting rooms
• Catering arrangements
• Accounts and payments if required

Qualification and Experience

• Grade 12 and Diploma/Certificate (Office Administration or related qualification)
• 5 years relevant administration/secretarial experience at senior/executive level
• Exposure to Diligent Board or similar platform.

Knowledge and Skills

• Secretarial Support
• Administration
• Manages various Stakeholder queries and support
• Knowledge and proficiency in working with Reservation Management platform.
• Ability to provide effective secretarial support to an audience that may include, employees, investors, shareholders, stakeholders, clients, and others.
• Good working knowledge and skills in the completion of daily activity sheets accurately; ensure
• that relevant system/s are always fully updated with all calls and outcomes.
• Strong skills and ability to communicate clearly, diplomatically and effectively to an audience that may include, employees, investors, shareholders, clients and others verbally and through announcements, newsletters, memos, annual reports, status reports and other media. Deal with any internal or any external client queries to the individual/team that the Secretary/PA supports.
• Strong ethical principles and integrity to maintain confidentiality and comply with organisations values.
• Proficiency in maintaining and managing company records, registers, and documents in compliance with legal requirements.
• Awareness of regulatory requirements related to corporate filings, disclosure, and compliance obligations specific for financial services is advantageous.

Personal Attributes

• Communicates effectively - Contributing independently Plans and aligns - Contributing independently Action orientated - Contributing independently Optimises work processes - Contributing independently