Secretariat - Administrative Officer at Western Cape Gambling and Racing Board

• The Board seeks a highly organised and detail-oriented individual with demonstrable experience in professional Board and Committee administration. The successful candidate will provide full secretariat and administrative support to the Board and its Committees, coordinate logistical and procedural requirements for meetings, hearings and ad hoc events, and assist with governance-related functions to ensure the effective execution of the Board Secretariat’s mandate. The role is based in Cape Town, Parow and will report to the Board Secretary

Requirements

The minimum requirements are:

• A relevant post-matric qualification, preferably a Diploma in Company Secretarial Studies, Office Management or an equivalent qualification.
• 3–5 years’ relevant administrative experience, with demonstrated experience in sound formal company minute-taking.
• Proficiency in using modern tools, including Artificial Intelligence programmes and software for recording, transcribing, formatting and distributing meeting minutes.
• A valid Code B driver’s licence.
• Proficiency in Microsoft Word, Excel, Adobe Acrobat and Outlook.
• Fluency in both written and spoken English.

The successful candidate must:

• Be able to work independently in a highly deadline-driven environment while maintaining high standards of integrity, discretion and professionalism.
• Be able to work effectively under pressure, with the focus, tenacity and organisational ability required to manage multiple meetings, deadlines and follow-up actions simultaneously.
• Have a good understanding of the rules, protocols and norms applicable to different types of Board and Committee meetings.
• Have an excellent command and comprehension of written and spoken English, including a sound understanding of formal business writing, editing and proofreading.
• Be an active listener with exceptional attention to detail and the ability to distil complex discussions into concise, coherent and accurate formal minutes, capturing the key decisions, actions and matters arising.
• Demonstrate excellent organisational and time-management skills, with the ability to prioritise competing deadlines and manage multiple tasks effectively.
• Demonstrate strong problem-solving skills, speed and accuracy, and the ability to multitask while maintaining the quality and confidentiality expected in a Board Secretariat environment. 

The key performance areas of this position will include, inter alia:

• Provide full secretariat (not secretarial) function to assigned committees or the Board structure. 
• Compile professional meeting agendas based on previous minutes and inputs from Departmental Heads within prescribed timelines.
• Produce accurate and professional PDF meeting e-packs within set deadlines.
• Organise committee activities and arrange Board and committee-related events. 
• Attend assigned committee meetings and selected Board meetings and provide the required secretariat support.
• Compile accurate and professional formal minutes (not action column type) of assigned meetings, ensuring that discussions, decisions and resolutions are correctly recorded. 
• Review, upload and distribute meeting e-packs and any other meeting documents on the organisation’s Cloud. 
• Maintain official records of all meeting packs and related documents per the organisational prescripts, for purposes of regular audit queries, ministerial enquiries, or legal and internal requests for information.  
• Provide administrative functions relating to minute-taking, editing, document formatting, template development, and maintenance of digital filing systems and archiving.