Committee Secretary

Introduction

A new opportunity is available for an experienced and highly organised Committee Secretary to take ownership of the full secretariat function for a number of business committees.

This is a dedicated committee governance and administration role requiring exceptional minute-taking, organisation, follow-through and stakeholder-management skills. The successful candidate will ensure that every committee meeting is properly prepared, accurately minuted and followed through until agreed actions are completed.

This is not a general PA, reception or office administration position. The role is specifically focused on committee administration, governance, meeting management, action tracking and executive reporting.

Duties & Responsibilities

Committee & Meeting Coordination

• Manage the annual meeting calendar across multiple committees.

• Coordinate diaries across senior stakeholders and avoid scheduling conflicts.

• Book meeting rooms and Microsoft Teams meetings.

• Confirm attendance and quorum requirements.

• Reschedule meetings where necessary.

• Work closely with Committee Heads to prepare meeting agendas.

• Ensure agendas and meeting packs are distributed at least three working days before meetings.

• Collect information and reports from committee members and follow up on late submissions.

Minutes, Decisions & Resolutions

• Attend committee meetings as the non-voting secretary.

• Take accurate and comprehensive minutes.

• Clearly distinguish between discussions, decisions, resolutions and actions.

• Record attendance, apologies and dissent where applicable.

• Prepare and submit draft minutes to the relevant Committee Head within two working days.

• Finalise and circulate approved minutes within five working days.

• Maintain a numbered resolutions register for each committee.

Action Tracking & Follow-Through

A critical component of this role is ensuring that decisions made in meetings are actually carried through.

The successful candidate will

• Maintain a live action register across all committees.

• Record each action, responsible person, due date and status.

• Proactively follow up with stakeholders ahead of deadlines.

• Escalate overdue actions to the appropriate Committee Head and senior management.

• Track requests and dependencies between different committees.

• Ensure outstanding matters are followed through to closure.

Executive Reporting

• Prepare a concise weekly dashboard detailing:

• Meetings held

• Decisions taken

• Open actions

• Overdue actions

• Key blockers

• Prepare a consolidated monthly summary for senior committee leadership.

• Provide management with a reliable overview of committee decisions, responsibilities and progress.

• Highlight delays or unresolved matters requiring intervention.

Governance & Records Management

• Maintain accurate committee records, including agendas, meeting packs, minutes and registers.

• File and manage documentation electronically using Zoho, with appropriate version control.

• Maintain each committee's:

• Terms of Reference

• Membership lists

• Meeting schedules

• Monitor governance documentation and flag upcoming review requirements.

• Assist with the establishment and administration of new committees.

• Ensure committee records are complete, organised and easily retrievable.

General Committee Administration

• Coordinate external presenters and other invited participants.

• Arrange meeting logistics and catering where required.

• Draft routine correspondence arising from committee decisions for approval.

• Provide administrative support relating specifically to committee activities.

• Liaise professionally with internal and external stakeholders.

Desired Experience & Qualification

• Matric / Grade 12 – essential.

• Diploma or Certificate in one of the following – essential:

• Office Administration

• Secretarial Studies

• Business Administration

• Corporate Governance

• Minimum 3–5 years' experience as a Committee Secretary, Board Secretary, Executive Secretary or Senior PA with responsibility for taking formal minutes.

• Advanced proficiency in Microsoft 365, particularly:

• Outlook

• Teams

• Word

• Excel

• Strong diary-management experience involving multiple senior stakeholders.

• Excellent written English.

• Valid driver's licence and own transport.

• Willingness to travel occasionally to the Gauteng office.

Advantageous

• Chartered Governance Institute of Southern Africa (CGISA) qualification or studies.

• Previous experience working within a regulated industry.

• Exposure to public-sector tender or procurement terminology.

• Previous experience using Zoho for document and records management.

Package & Remuneration

To be discussed