Assistant Board Secretary

SUMMARY:
Minimum Requirements

• 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:
Responsibilitites
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.

• 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.

• 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.

• 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 and ensure that meetings are held in accordance with the calendar.

• Develop a Board Training and Development Programme and ensure that Board members are invited and attend the relevant training suitable to their training needs.

• Assist the Director Governance, Legal and Secretariat with implementation and monitoring of the risk management process and plan that supports the company's strategy.

• 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.

• 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.

• Responsible for processing remuneration and travel cost of the board members.

• Assist the Director: Governance, Legal and Secretariat with developing the annual budget and monitoring expenditure against the budget for the Board Secretariat.