Committee Secretary

Interdot Solutions; Pretoria; On-site; ZAR 300 000 - 400 000; Full time

Job summary

A reputable organization in Pretoria is seeking a qualified candidate to coordinate council meetings and provide administrative support to sub-committees. The role entails preparing notices, agendas, and minutes for meetings, as well as ensuring effective communication among members. Candidates must possess a 3-year National Diploma or Degree in Business Law or Public Administration, along with at least 4 years of experience in a board secretariat environment. This is an exciting opportunity for individuals with strong administrative skills.

Qualifications

• 4 years of experience in administration within a board secretariat environment.

Responsibilities

• Prepare and issue notices of meetings.
• Draft minutes and circulate to attendees for validation.
• Liaise with members on general secretariat queries.

Education

3-year National Diploma/Degree in Business Law / Public Administration and Governance (NQF 6) / Governance Practitioner Qualification through CGISA or equivalent

Job description

1. COORDINATION OF COUNCIL MEETINGS AND SUB-COMMITTEES

• Prepares and issues notices of meetings.
• Prepares the agenda and supporting documentation for meetings.
• Prepares the minutes and action lists of the Council and sub-committees.
• Plans the annual calendar for meetings.
• Formulates meeting agenda with various Chairpersons to ensure consistency of format and coverage of all aspects.
• Ensures packs for meetings are prepared and distributed timeously to enable informed decision-making.
• Ensures attendance at meetings is recorded.
• Ensures all logistical arrangements for meetings are properly made.
• Records minutes and ensures effective administration of meetings.
• Prepares draft minutes and circulates to attendees for validation and timely execution of decisions and requests for information.
• Draft documents as required by the Council and sub-committees.
• Tracks the execution of Council and Sub-Committees' decisions to raise awareness of non-execution of crucial decisions to the CEO.
• Liaises with members on general secretariat queries and facilitates the signature of the round-robin resolution

2. SUB-COMMITTEE SUPPORT

• Ensures that committee members collectively and individually understand their responsibilities and the implications of non-compliance.
• Conducts research as and when required in preparation for Committee meetings.
• Assists the Company Secretary in annually reviewing the terms of reference of all Committees to ensure compliance and adherence to relevant legislation and regulations.

Desired Experience & Qualification

MINIMUM REQUIREMENTS AND COMPETENCIES

• 3-year National Diploma/Degree in Business Law / Public Administration and Governance (NQF 6) / Governance Practitioner Qualification through CGISA or equivalent and related.
• 4 Year(s) experience in administration within a board secretariat Environment.