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Executive Personal Assistant and Committee Administrator

Company South African Civil Aviation Authority
Reference # Company Secretary
Published 07/08/2019
Contract Type Permanent
Location Midrand, Gauteng, South Africa
Introduction
To provide the Company Secretary Office with secretarial assistance and ensure that the Company Secretary of the Civil Aviation Authority operates efficiently and effectively (even in the absence of management) and management of the frontline staff member and frontline area.
Job Functions Administration
Industries Aviation
Specification
Manage Diary of the Company Secretary:
Manage and coordinate the Company Secretary’s diary and appointments.
Screen appointment requests as well as calls for the Company Secretary.
Forward meeting requests to the relevant EXCO & Board member to handle.
Ensure that presentations are drafted for all Company Secretary engagements timeously.
Ensure relevant documentation is prepared in advance of meetings.

Coordinate Travel:
Co-ordinate travel and accommodation logistically nationally and internationally, car hire and accommodation for the Company Secretary, EXCO & Board members.
Ensure that approval is received from the DCA timeously for the Company Secretary's travel by motivating travel and including costs and budget considerations.
Quality checking of travel documents that reaches the office of the Company Secretary for approval (check if relevant documents are attached and if travel is within policy).
Ensuring that the most cost effective travel options are being utilised by all travellers.

Submissions and Deadlines:
Assist with drafting of office submissions (for approval by Company Secretary).
Ensuring that the Company Secretary deadlines are adhered to (submissions to Board Meetings, DoT and Minister).
Compiling the Company Secretary action items for Exco. Compiling the EXCO Monthly Packs (drafting of the Agenda, Action Matrix and ensuring that packs are distributed timeously) .
Managing a pending/follow up system for the office of the Company Secretary which must be distributed weekly to all Executives.

Administration of meetings:
Coordinate logistical arrangements of all Exco meetings.
Coordinate 'dry runs' prior to all Board meetings to ensure Exco preparedness.
File all Exco packs.
Assist with communicating Exco decisions.
Facilitate the training of the Exco members in terms of governance and Boardview.
Assist in drafting covering reports for Exco.
Check format and content of reports.
Prepare the minutes, matters arising and the annual Exco Calendar.
Attend to all quality audit findings.
Support the Assistant Company Secretary where required.
Schedule and minute all team meetings.

Procurement & Financial Administration:
Undertake all logistical arrangements in support of meetings, workshops or other divisional activities.
Arrange and set up workshops/seminars/team building initiatives.
Procure office requirements and coordinate IT related issues.
Prepare relevant documentation & Obtain quotes from Finance.
Obtain the invoices and forward to finance forward to finance for payment in accordance with financial procedures policy.

Corporate Governance:
Maintain a Declaration of Interest Register for the Exco.
Maintain the Exco minute books and ensure they are secure.
Compile compliance deadlines.

Correspondence Management & Office Administration & Stakeholder Provision:
Screening of Company Secretary emails and correspondence (and drafting the necessary responses).
Provide feedback to relevant stakeholders, collation and consolidation of agendas Delegating/forwarding emails/correspondence to the appropriate personal and ensure that queries are dealt with/documents are responded to timeously.
Distribute incoming and outgoing mail.
Assist in the Drafting of documentation for the signature of the Company Secretary.
Implement high quality written and verbal communication with stakeholders.
Customer liaison and support (locally and internationally).
Quality checking documents to ensure that it’s in line with policy before the Company Secretary approves.
Maintaining a filing/archive system on Z drive for all Company Secretary Office correspondence.
Managing the filing of board and committee documents electronically and in hard copy to ensure all documentation is kept in a safe and secure environment.
Maintaining a CIR register in compliance with regulations.

Administrative/Personal Assistant duties:
Perform all administrative duties for Company Secretary.
Ensuring that client queries/complaints are attended to.
Providing Personal Assistant assistance to the Company Secretary if and when required.
Attending to any other responsibility delegated by the Company Secretary.

EE Plan:
Preference will be given to Employment Equity candidates in line with the SACAA EE Plan.
Requirements
Education (Formal Qualification required):
Formal qualification in Secretarial or Administrative areas, Microsoft, Powerpoint, Excel, Minute taking .

Experience (Minimum Experience required - type and number of years):
7 years Executive Personal Assistant and /or Company Secretary.
Committee Administrator.
Job Closing Date 21/08/2019
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Last Updated: 11-7-2019 [19.07.02.08]
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