Assistant Board Secretary

SUMMARY:
Job Purpose

To provide administrative and governance support to the Director: Governance, Legal and Secretariat, and the Board of Trustees to enable the effective discharge of duties in carrying out the mandate of the company.

Develop and Implement procedures to ensure effective:

• Compilation and distribution of documents including minutes for meeting packs;
• Filing, indexing and up-to-date maintenance of all Board documents on SharePoint;
• Assist with general administration on Board activities and provide assistance in the organising of
• Board and Board Committee meetings, events and associated activities as instructed by the
• Director: Governance, Legal and Secretariat; and
• Administration of Board member Claims and fees.

• LLB/ BCom Law/CIS (NQF Level 7)
• Board Secretarial courses (with regard to the legal, compliance, government/business environment)
• or corporate governance courses (an advantage)
• 5 years secretarial experience at an executive level
• Working with senior and influential thought leaders and decision makers (in a political / stakeholder
• environment – preferential)
• Company / board secretarial exposure an advantage
• Understanding of relevant government legislation (PFMA, Treasury Regulations and Companies Act)
• Corporate Governance knowledge (Protocol on Corporate Governance in the Public Sector, King III, governance best practice)
• Knowledge of the roles of key corporate leadership positions, e.g. Board Chair, CEO, EXCO

POSITION INFO:
Key Performance Area

• Provide administrative support to the Director: Governance, Legal and Secretariat.
• Preparing for and organising meetings. This entails the logistics surrounding the venue, getting
• Board members to meetings on time, etc.; compiling, finalising and distributing the Board packs;
• filing, indexing, maintenance and retrieval of Board meeting documents on/from SharePoint;
• archiving of important legal documents; and all general administrative activities as instructed by
• the Director: Governance, Legal and Secretariat.
• Take lead in the organising of Board and Board Committee meetings, and ensure that quorum
• exist for those meetings.
• Assist the Director: Governance, Legal and Secretariat in providing administrative services to the Board and Board Committees.
• Preparing for and organising meetings. This entails drafting all Board and Board Committee
• meeting agendas, compiling and finalising information / document packs, organising the logistics
• for the meeting, corresponding and following-up with Board and Board Committee members on
• logistics (regarding attendance, needs, feedback, etc.).
• Setup Board and Board Committee preparatory meetings. Chair the preparatory meetings and
• ensure that all EXCO members are aligned with the agenda and the matters arising.
• Guide EXCO with Board and Committee meeting processes and procedures. This includes advising
• them on the report submission deadlines and timelines of the distribution of Board and Committee
• meeting packs so that they can prepare and submit their reports in accordance with the deadlines.
• Quality assure and edit Board and Committee meeting submissions from EXCO where applicable.
• Record minutes and draft accurate minutes of the Board Committee meetings.
• Accurately Draft Board and Committee meetings resolutions and matters arising, as well as to
• ensure that they are circulated and reported on by the respective Directors on a timeous basis
• Ensure that minutes are signed by relevant authorities and minute books are updated. 
• Assist in the logistics of registering the Trustees with the Master of the High Court.
• Execute instructions (including errands) with regards to appointments, retirements, resignations
• and removal of Board Members.
• Register Trustee Changes with the Master of the High Court, as instructed by the Director:
• Governance, Legal and Secretariat.
• Assist in proving required and requested information to the Presidency.
• Co-ordinate training and Compile formal submissions of compliance related documents (plans,
• budgets, Board minutes, annual financial statements, etc.) as mandated by calendar schedules
• and on instruction by the Director: Governance, Legal and Secretariat.
• Develop an Annual Board Calendar.
• Develop an Annual Board Calendar and ensure that meetings are held in accordance with the
• calendar.
• Assist the Director: Governance, Legal and Secretariat in establishing and implementing a Board
• Training and Development Programme.
• Develop a Board Training and Development Programme and ensure that Board members are
• invited and attend the relevant training suitable to their training needs.
• Implement and manage the risk management process.
• Assist the Director Governance, Legal and Secretariat with implementation and monitoring of the
• risk management process and plan that supports the Brand SA’s strategy.
• Compliance, Monitoring and Reporting (Including Risks).
• Assist the Director: Governance, Legal and Secretariat, and Corporate Legal Manager with managing legal and contractual issues with partners and suppliers as instructed by the Director:
• Governance, Legal and Secretariat.
• Follow up to ensure that suppliers deliver to SLAs.
• Compile database of the relevant legislation.
• General Administration.
• Up-to-date maintenance of Board, Board Committees, and other stakeholder Database and mailing lists.
• Assist/execute and maintain a filing and document management system for the Board Secretarial function.
• To assist with general administration and secretariat support on Board Secretariat activities.
• Board Emoluments.
• Responsible for processing remuneration and travel cost of the board members.
• Budget Management.
• Assist the Director: Governance, Legal and Secretariat with developing the annual budget and monitoring expenditure against the budget for the Board Secretariat.

• Advanced MS Office (Word, Excel, PowerPoint, Internet search, Email, Contacts Databases); and
• SharePoint document management.
• Efficient organising and planning skills
• Financial literacy
• Excellent time management
• Competent ability in knowledge management
• Excellent problem-solving skills
• Excellent verbal and written communication
• Corporate Governance application
• Protocol / Diplomacy etiquette
• Minute taking
• Filing
• Multi-tasking – balancing varied needs and requests and managing the workflow.
• Attention to detail / Accuracy
• Service oriented
• Ability to use judgement /discernment
• Organisational awareness
• Organised and Professional
• Knowledge of government structures and hierarchies - Ministers, DGs, etc
• General knowledge of broader political, economic and social environment