Secretary at Shoprite Group of Companies

About the Job

Purpose of the Job

• The Secretary to the Company Secretary will be responsible for providing comprehensive administrative support to the Company Secretary, with a strong focus on managing communication, travel arrangements, and administrative tasks. The role is instrumental in facilitating the efficient and effective functioning of the secretariat.
• This role serves as a conduit between the Company Secretary, Board Members, and various stakeholders, playing a pivotal role in maintaining corporate governance standards, fostering clear communication, and ensuring administrative excellence.

Job Category

• Legal

Job Objectives
Travel Arrangements

• Coordinate travel arrangements for Board Members, including air travel, hotel accommodations, and visa arrangements.
• Assist with travel logistics for the Company Secretary and other Board Members, ensuring a smooth and efficient travel experience.

Meeting and Appointment Coordination

• Organize and schedule appointments and meetings for the Company Secretary, board, board committees and other stakeholders.
• Ensure all meeting arrangements are in place, including meeting room bookings, conference calls, and necessary documentation.
• Meeting Minutes and Documentation
• Develop and maintain filing systems for all relevant documentation, both electronic and manual.

Administrative Support

• Execute general administrative duties such as typing, copying, binding, scanning, and other office tasks.
• Assist with the preparation and formatting of Board documents, including presentations and board packs.
• Receive, sort, and distribute emails and related correspondence.
• Prioritise and attend to urgent communication requests.
• Produce and distribute various forms of correspondence, including memos, letters, and forms.

Communication Management

• Manage and facilitate communications to the Board Members, ensuring timely and accurate delivery of information.
• Respond to queries via email and escalate them to the appropriate parties when necessary.

Expense Management

• Support the development and implementation of an invoice tracking system.
• Document and file expenses accurately.

Stakeholder Relations

• Maintain open and effective working relationships with key stakeholders and board members.
• Provide administrative support for ad-hoc events and projects as required.

Qualifications

• Grade 12 certificate - (essential)
• Diploma or certificate in Office Management or a related field - (desired)
• Completed Paralegal qualification - (advantageous)

Experience

• +2 Proven experience in a similar role, with a strong understanding of corporate governance principles – (essential)
• Familiarity with corporate travel arrangements and compliance requirements (a plus).

Knowledge and Skills

• Excellent organisational skills with meticulous attention to detail.
• Proficiency in MS Office suite (Word, Excel, PowerPoint) and experience with the Diligent Boards electronic board pack Programme.
• Exceptional written and verbal communication skills.
• Ability to handle sensitive and confidential information with discretion.
• Strong multitasking and time management abilities.