Administrator Officer (Corporate Governance)

Staff Solutions Recruitment; East London; On-site; ZAR 200,000 - 300,000; Full time

Job summary

A leading company is seeking an Executive Support Administrator to provide essential administrative support and governance assistance for their Board of Directors. The role involves managing correspondence, arranging travel, and ensuring smooth operation of the governance office. The ideal candidate must possess a National Diploma and have at least 3 years of relevant work experience in an executive support or administrative role.

Qualifications

• At least 3 years working experience in an administrative support role.
• 2 years must be in an executive support or related secretariat role.

Responsibilities

• Assist in governing support, managing Board logistics, and compiling meeting minutes.
• Responsible for travel arrangements and customer management for meetings/functions.
• Handle administrative tasks efficiently within regulatory compliance.

Education

National Diploma in Administration / Commerce / Arts

Job description

• Completion of amongst others, form COR 39, and submission to the relevant authorities and relevant documents on behalf of Directors.
• Assist in the provision of good governance support by helping the Board and its committees function effectively and in accordance with their terms of reference and best practice.
• Compile the company registers for directorship meeting attendance, interests, declaration of interests, qualification etc.
• Receives correspondence, sends acknowledgements to sender and drafts responses on behalf of Chair (for sign-off by the Company Secretary).

General Office Management :

• Provide administrative support to the Company Secretary, handling of diary, routine and general correspondence where appropriate.
• Draft Board Committee and Exco minutes for submission to the Company Secretary.
• Facilitate of payments of non-executive Directors and independent Board Committee members.
• Arrange all logistics for the governance office, including managing Board calendar, coordinating date of meetings, venue, refreshments and audio-visual equipment and any other arrangements as required
• Screen calls and handle routine telephone enquiries where appropriate, and resolve any arising customer enquiries / concerns.
• File and retrieve documents (electronically, hard copies, and any other approved method) in terms of Records & Document Management Policies and Procedures.
• Organise and attend business unit's and other relevant meetings to ensure recording, dictation, typing of minutes and reports.
• Responsible for co-ordinating procurement processes for the unit, generate orders and facilitate payment of service providers on time upon completion of services rendered or deliverables realised as per SLAs.

Liaison with Management :

• Maintain and distribute resolutions / action items to line management following each meeting for implementation.
• Follow up on implementation of required actions and compile governance status report for the attention of the Company Secretary.
• Acknowledge receipt of correspondence from third parties, after perusal and sorting, distribute to the relevant parties.
• Assist other staff members in adhering to regulatory framework in relation to compliance with the company policies, SCM, records and document management.

Travel Coordination :

• Make travel arrangements and accommodation for the Board of Directors and all staff members within the Unit.
• Maintain a good relationship with the travel agents to ensure improved processes and efficiencies in providing excellent service to the Non-Executive Directors and Board Committee members.
• Coordinate processing of Subsistence and Travel claims in line with the travel policy within the specified time period.

Customer and Stakeholder Management :

• Organise and arrange functions / workshops in consultation with relevant stakeholders including travel arrangements, accommodation to ensure the promotion of the corporate image.
• Arrange meeting appointments for the internal and external stakeholders upon request by the unit officials and the Board of Directors.
• Follow-up or confirm attendance with all required attendees of the meeting or function to enhance increased number of attendance.
• Collate relevant information from internal / external stakeholders by ensuring completion of attendance register to facilitate generation of an updated Database for ease of reference.

Job Requirements :

• National Diploma in Administration / Commerce / Arts
• At least 3 years working experience of which 2 years must be at an executive support, administrative, general office management or related secretariat role.

Kindly note this is a 2-month contract)

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