Coordinator - Company Secretary at Growthpoint Properties

Duties and responsibilities

•  Ensure all diary appointments are effectively managed for the Company Secretary.
•  Filter and prioritise emails, print attachments where required, to manage and improve response time/action and due dates (still managing Roland’s inbox till end of 2019), for e.g., DRIP communication, tracking of all meetings.
•  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.
•  Coordinate local business travel, hotel accommodation and associated logistical support including transportation for the NED’s, including overseas travel, prior hotel booking payment and visa applications for various meetings.
•  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.
•  Update the NED fee schedule for both Growthpoint and Healthcare / Student Accommodation Non-executive Directors annually and generate the fee schedule per quarter, as per Director attendance, type up their fee letters, invoices for VAT registered Directors and email correspondence, and distribute IRP5's when received.
•  Ensure all general queries and requests are responded to in an informative timeous and professional manner, including Auditor queries.
•  Management of Diligent E-platform. Ensure timeous, correct, and accurate uploading of Agendas and supporting documents in pdf. for Group Exco, SA Exco, Board, Audit, HR and Remuneration, Risk Management, Property and Investment, S, E & T Committees, Healthcare/ Student Accommodation Board and Audit and Risk Committee meetings.
•  Ensure the correct members are added and deleted from BoardView and ensure they receive the support required.
•  Ensure all invoices are paid in line with Group Procurement guidelines and in a timely and efficient manner ensuring that governance is adhered to.
•  Support to Executives with regards to the DRIP process, correct communication, circular and resolutions drafted.
•  Updating of the Integrated Annual Report, NED Fee Schedule, NED Board and Committee attendance, Directors contact information.
•  Ensure all final sets of minutes are signed by the relevant Chairmen and pasted into the official minute books.
•  Ensure attendance registers are filled in accurately, prior to meetings.
•  Submit Expense Claims on behalf of the NED’s for travel and other expenses incurred.
•  Ensure the Growthpoint signed ToR are received and filed.
•  Create an Audit file with all relevant signed copies of minutes for the Auditors.
•  Uploading of the Computershare and Strate registers.
•  Closed and open period notices – email to Board/Exco and staff. 
•  Liaison with Sponsor team at Investec on various matters.

Requirements
Experience 

•  5 Years relevant working experience as a Personal Assistant or as a Team Secretary supporting executive management.
•  Understanding of the Company Secretarial function.
•  Good understanding of Diligent

Qualifications

•  Relevant Secretarial Certificate/Diploma
•  CIS qualification would be advantageous

Competencies

•  High computer literacy – proficient in Word (essential), Excel (essential) and PowerPoint (essential) with accurate speed typing skills
•  Attention to detail of utmost importance 
•  Meeting deadlines, despite reliance of others 
•  Limited Minute taking, 
•  Ability to organise and prioritise
•  Strong interpersonal skills – an ability to interact with people at all levels
•  Capable of working in a pressurized environment – able to occasionally work unsociable hours and with an increased workload
•  Good business sense and able to pick up concepts quickly, using initiative
•  Strong sense of discretion 
•  Proactively work to build strong and effective working relationships within the Executive’s office, their PA`s and key stakeholders /clients 
•  Undertake ad-hoc projects and research as required 
•  Day to day office management, logging calls for printer, ordering stationery etc.