Paralegal/Administrator at Secondments

Job Advert Summary    

To provide professional secretarial and office support/administration services including diary management to the office of the Company Secretary and the Chairman of the Board. Facilitate operational efficiency and assist the Chairman of the Board and the Company Secretary to achieve strategic objectives. To manage the administrative requirements of the office of the Chairman of the Board and Company Secretary and assist with scheduling, planning and coordinating all Divisional activities

Minimum Requirements    

Preferred Minimum Education and Experience    

• Administrator or Secretarial Diploma and/or CSSA Governance Practitioner (NQF7)
• 3-5 years Experience as a Personal Assistant for an Executive Manager / CEO / CFO / MD/Board Member
• 3 years Corporate law paralegal/national public sector administrator environment experience

Critical Competencies    

• Microsoft Office
• Telephony
• Oral and Written English Language proficiency
• Legislation

Additional Requirements    

• Extended hours as and when required
• Travel as and when required

Duties and Responsibilities    

• Key Performance Areas    
• Board Chairperson Support
• Manage diary and invitations
• Provide comprehensive reception services
• Assist with management of mail
• Manage records and documents
• Coordinate the review and signature of correspondence and other documents
• Arrange travel and itineraries
• Arrange chauffer services
• Book venues and arrange catering for meetings

Board and Board Committees

• Prepare and maintain annual Board and Board Committee Schedules
• Manage events as and when instructed
• Manage Board System including ensuring that MMS Teams recordings are downloaded and saved as per Company Secretary Records Management Manual requirements
• Coordinate IT support for Board
• Collate Board attendances
• Prepare schedule of Board fees/disbursements and validate
• Prepare invoices for Board members and validate
• Book and arrange payment for Board development as instructed
• Arrange travel and itineraries of Board and Committee members

Registry

• Sorting information and documents for filing according to database and record management system protocols
• Classifying and coding information and documents for inclusion in database and record management systems
• Updating and modifying records
• Filing information and documents in database and record management systems
• Identifying and retrieving information and documents for users
• Recording file and document movements
• Archiving inactive files including labelling of storage locations, and assembling and labelling new files
• Assist with the identification and disposal of duplicate or redundant files
• Assist with the maintenance of a records retention schedule
• Assist with the disposal of records

Paralegal Support

• CIPC Practice
• Prudential Authority Practice
• National Treasury Practice

Office of the Company Secretary

• Manage the payment of accounts
• Coordinate the review, signature and publication of governance instruments
• Manage backend of Office of Company Secretary Intranet folder as instructed
• Compile audit packs as directed by BSM
• Prepare presentations as and when required
• Book venues and arrange catering for divisional meetings
• Take minutes at divisional meetings and prepare matters arising
• Inventory Control
• Procure goods and services as instructed
• Book and arrange payment for Office of the Company Secretary training and development as instructed
• Arrange travel and itineraries for Office of Company Secretary