A key part of the function involves managing the meeting process for the large number of board and committee meetings.
Co-ordinate and manage board and committee meetings, ranging from the preparation of agendas, collation and professional presentation of meeting packs through to attendance and taking of minutes at the various group board and committee meetings.
Take the lead in confirming logistics for board and committee meetings, working with directors and/or committee members to agree mutually convenient dates, times, and places to meet; arranging suitable facilities-rooms, refreshments, video-conference, and telecoms.
Providing the directors collectively and individually with guidance as to their duties, responsibilities and powers.
Reporting to the board any failure on the part of the company or a director to comply with the MoI or rules of the company or the Companies Act.
Carrying out the company's statutory functions and ensuring statutory compliance (with the Companies Act and others), to include, but not limited to, the filing of annual returns and submissions and lodgements at CIPC.
Corporate governance best practice and compliance.
Ensure that the Group companies are compliant with the Companies Act, JSE Listings Requirements, and other industry regulations and best practices, such as King IV.
Maintain the directors' declaration of interests register.
Maintain the declaration of the associates register.
Maintain email distribution groups.
Safekeeping and updating of company records.
Legal administration.
BEE certificate requests.
Ensure that the board and committee charters and terms of reference are kept up to date.
Maintenance of Group Structure Chart.
Maintenance of Group Companies' Information log, Divisional Board of Directors and Committees structure and the updating of letterheads.
Maintain Annual Returns Log: ensure that all Annual Returns are filed timeously, by filing with CIPC, as well as working closely with Company Secretarial delegates/representatives, to ensure the same for other jurisdictions, such as Namibia, Guernsey, Malta, Mauritius and the United Kingdom.
Maintain Group Industry Body feedback.
In-house and external ad hoc items and requests, to include but not be limited to drafting of board and shareholder resolutions, FICA requests, company information requests, general enquiries.
Investor Relations: taking the initiative and being involved in Investor Relations matters, to include, but not limited to, website improvements, communication, email distribution lists, events and announcements.
Coordinate and arrange the Annual General Meeting, as well as the drafting of AGM resolutions for the underlying companies within the group.
Maintain updated directors FICA.
Communication and notifications to Directors, Public Officers, and Selective Staff, and ensure memorandums on trading protocol and closed periods are updated and circulated periodically.
Compliance with JSE Listing Requirements, to include but not limited to SENS announcements.
Working closely with Group Finance.
Working closely with the transfer secretaries (Computershare), being responsible for, amongst other matters, maintaining the combined share register, shareholder communication, dividend payment process, etc.
Assist with drafting sensitive Letters/Memorandums as and when required.
Assist and initiate ad hoc projects, to include but not limited to improving processes, compliance, corporate governance, shareholder communication and investor relations matters.
Working accurately and fast under pressure and meeting tight deadlines.
Minimum requirements:
LLB degree or relevant qualification; CIS qualification is an advantage
A minimum of three (3) years' work experience within the financial services industry with exposure to legal and/or company secretarial duties
Working knowledge of the Companies Act and Corporate Governance. Knowledge of the JSE Listings
Competencies required:
Self-starter
Microsoft Office (including SharePoint) and board pack PDF collation and presentation skills
Advanced minute-taking skills
Planning/organising/ prioritising and co-ordinating skills
Interpersonal skills
Advanced communication skills (verbal and written); attention to detail