Secretariat Administrator (12 Months contract)

Introduction

The Administrator: Secretariat will provide comprehensive administrative and secretariat support to the Executive Committee (EXCO) and its Committees to ensure the effective functioning of governance, decision-making and reporting processes

Duties & Responsibilities

1.Meeting Administration and Coordination

• Coordinate the scheduling and logistics of EXCO and Committee meetings.

• Prepare annual meeting calendars and maintain meeting schedules.

• Compile, quality assure and distribute agendas, meeting packs and supporting documentation within agreed timelines

2.Coordinate attendance, apologies and quorum requirements for meetings.Secretariat Support

• Attend EXCO and Committee meetings and provide secretariat support.

• Record proceedings and prepare accurate minutes of meetings.

• Capture resolutions and decisions arising from meetings.

• Maintain a resolutions register and monitor progress on action items.

3.Document and Records Management

• Maintain an electronic and physical repository of EXCO and Committee records.

• Ensure the safekeeping and confidentiality of governance documentation.

• Manage filing, retrieval and archiving of meeting records in accordance with organisational policies.

4.Reporting and Follow-Up

• Track the implementation of EXCO and Committee resolutions and decisions.

• Follow up with responsible business units on outstanding action items.

• Prepare status reports and dashboards on the implementation of resolutions.

• Assist with the consolidation of reports required by EXCO and its Committees

5.Stakeholder Coordination

• Liaise with Executive Management, Committee Members and relevant stakeholders regarding meeting requirements and submissions.

• Coordinate the submission of reports and supporting documentation from business units.

• Facilitate communication between Committees and management on governance matters.

6 . Governance and Compliance Support

• Ensure adherence to approved governance processes, policies and procedures.

• Support the maintenance of governance registers and tracking mechanisms.

• Assist in monitoring compliance with EXCO and Committee reporting requirements.

Desired Experience & Qualification

• A relevant Degree (NQF 7) qualification, preferably in Administration, Governance, or another relevant field.

• Extensive experience in:

• Meeting management in an Executive Management or Board environment.

• Drafting, editing and quality-assuring high-level governance and management documents, including agendas, minutes, reports, resolutions and action lists.

• Liaising with senior/executive management.

• Computer literacy, including Microsoft (Word, Excel, PowerPoint) and virtual meeting platforms such as Zoom and MS Teams.

Package & Remuneration

Market Related