Reference: 6120 SJ

Consultant: Soné Johnson

 Job Description:

Assist the Company Secretary and Assistant Company Secretary with agenda reports by photocopying and distributing all agendas
Travel and accommodation arrangements for non-executive directors to the Board of Directors of the company and Committee meetings
Reimbursement of travel expenses of non-executive directors to the Board of Directors of the company and Committee meetings
Submission of proxy forms for the investment companies for their Annual General Meeting
Request AGM dates from companies
Manage and operate the filing systems of Group Secretariat – hard copies as well as the electronic system with indexing system
Manage contract register of the Company
Management and operation of stationery for the department
To sort incoming mail, without supervision and where necessary to manage and/or to refer to the correct person
Handling of confidential matters in a sensitive and reliable way

Respond to shareholder enquiries in conjunction with the transfer secretaries to ensure that all- correspondence to and from shareholders is dealt with timely and correctly
Annual preparation of audit files for the external auditors to reduce the audit time within the department, as well as assisting in handling general enquiries from the external auditors during
the audit period

Prepare and send notices to the brokers relating to dividend payments that will be received
Responsible for the inclusion of newly registered companies in the secretarial systems, as well as the systems update relating to deregistration's and liquidations
Handling of all FICA compliance requirements as requested primarily from banks
Co-ordinate the signing of the written resolution for the approval of the 67 companies’ financial statements, signing of three sets of statements and the distribution to the auditors, financial department and to paste the other in the minute book
Responsible for the overall neatness of vault
Important: Assist the Executive Director, Company Secretary, Assistant Company Secretary with projects promptly and correctly to ensure that the department successfully functions as a whole


Qualifications:

Grade 12 Certificate
 Relevant post-matric qualification (preferably legal secretary or office administration
management)
Good communication skills in both English and Afrikaans, writing as well as speaking
Excellent interpersonal skills
Accuracy
Excellent attention to detail
High service-orientation
Good organisational and planning skills
Can contribute to effective and constructive teamwork
Computer literate and proficient in Microsoft office
An individual with integrity and discretion who can function under pressure is important for
this position
A person who is friendly, helpful and willing to perform tasks with enthusiasm
High levels of integrity with the handling of confidential information
Minimum 5 years relevant experience