THE JOB AT A GLANCEAs the Assistant Company Secretarial, you will be responsible for the end-to-end management of the company secretarial function as well as providing ancillary and administrative support to the Group: Company Secretary.WHAT WILL YOU DO?Board of Directors’ Management:q Providing guidance and advice to the Board and individual directors on their duties and responsibilities.q Assist with the management review and update of the skills matrix for Directors in line with Governance prescriptsq Assist in the proper induction, orientation, ongoing training and education of Directors, including assessing the specific training needs of the Directors in their fiduciary and other governance responsibilities.q Assist in providing Board (collectively / individually) with guidance as to their rights, duties, responsibilities and powers in line with Legislation and Policies and Procedures.q Support in making the Directors aware of the Company’s Memorandum of Incorporation, Companies Act and Insurance Act.Management of Company Secretarial Function of the Department:q Ensure the preparation of appropriate Board and sub-committee papers as well as other submissions applicable to management committee.q Assist with the development of the RMA Governance framework and ensure that Board, its committees and the Company operate within the framework.q Drafting and facilitating approval of written resolutions.q Ensuring compliance of the company with the Delegation of Authority (DoA).q Assist with the review and amendment of RMA Governance Policies.q Develop annual meeting plans for Board, Board Committees and EXCO.q Provide for the proper recording of Board and Management Committee minutes and resolutions.q Support the Company Secretary in the effective and efficient provision of secretariat services to the Board, its sub-committees and the Executive Leadership Team including preparing agendas, co-ordinating the production of papers and minutes, record-keeping and ensuring that there is effective follow through on all relevant matters arising and action pointsq Assist in developing and maintaining relationships with stakeholders and industry bodies (PA) through ensuring effective communication to internal and external audiences, and growth of relationship with regulatorsq Attend meetings of the Board and its sub-committees and taking minutes on behalf of the Company Secretary when required.q Work with the Company Secretary in prioritizing the demanding workload to meet all deadlines.q Work with the Company Secretary to ensure that all relevant scheduling activities are carried out, including organising all aspects of Board and other meetings and ensuring all involved are aware of upcoming commitments and responsibilities.q Collate, review and prepare a range of papers and correspondence, proactively identify and distill pertinent issues where appropriate.q Communicate directly, and on behalf of the Company Secretary, with Board members and others.q Manage projects, research and prepare appropriate reports or presentations independently.q Handle correspondence and documentation for the Company Secretary, including financial reports and documentation of a sensitive or confidential nature using a high degree of discretion.q Research, prioritise and follow up on incoming issues and concerns for the Company Secretary.q Review and improve operating practices within the function to ensure it operates to its optimum.q Set up and manage agreed communication systems and protocols to ensure consistent standards in all communications from the Company Secretary.q Maintain all statutory records including all registers of shareholders and directors, minute books and attendance registers.q Ensure all records are timeously filed with the Registrar of Companies, PAq Ensure that the Board Committees and Management Committees are aware of all the legislation and governance requirements, relevant to, or affecting the Company and reporting at any Shareholder / Board/Management Committee Meeting on any failure to comply.q Ensure that the Board sub-committees, and relevant Management Committees’ charters and terms of reference, are relevant and updated.q Responsible for the effective adoption, roll out and embedding of governance related policies, within the organization, including around ethics and conflicts of interest.q Assist the Company Secretary in providing an effective Board and Committee reporting function. This will include the organisation of meetings, minuting and adherence to constitutional documents.q Responsible for successful implementation of the Annual General meetingq Co-ordination of the Board Strategic session on behalf of the Company; andq Co-ordination of the EXCO Strategic session on behalf of the Company.Stakeholder Management:q Work effectively in a demanding environment with competing prioritiesq Support the Company Secretary in identifying, developing, and retaining high potential and scarce skills talent, for the benefit of the businessq Retain exceptional communication skills to discharge duties in interactions with the directors, senior management, external stakeholders and employeesq Retain the highest standard of ethics, integrity, and professionalismq Deepened values and embraces a culture of trust, respect, and opennessCompliance:q Ensure that the Company is in compliance with all legislative and governance requirements by working with the team to create appropriate control measures for the risk register and respond to Findings from the Department as requiredq Ensure compliance with the Memorandum of Incorporation of the Company, Company policies, charters and terms of reference of various governance structuresq Ensure that the Company complies with all applicable laws and regulations and best practice governance requirements, including the Companies Act, 71 of 2008 as amended, the Insurance Act and King Code on Corporate Governanceq Facilitation of performance evaluations of relevant Committeesq Obtain information from relevant parties for reporting the relevant regulatory bodiesq Develop governance policies and company secretary practice in line with RMA’s priorities on internal and external governance matters.WHAT YOU'LL BRING TO THE TABLE?q LLB Degreeq CSSA Qualification with Completed Boardsq Minimum ACIS Status with CGISA (Formally CSSA)q Minimum 5 years in a similar roleq Excellent drafting skills, particularly in respect of minute taking and attention to detailq Proven experience in managing of Board and Committee meetingsq Experience using Board meeting management platforms (Diligent / convene or similar)q Reporting experience using King IV Principlesq Experience in operationalising Legislative requirements (Companies Act/ KingIV)q Good administration and organisational skillsq Excellent communication and interpersonal skillsq Companies act 2008 as it relates to the administration of companies and statutory requirementsq Knowledge of Microsoft office suite (word, excel, power point)q Very good organisational skills and attention to detailq Good decision & judgement skillsq Self-starterWHAT WILL YOU GET IN RETURN?We offer great opportunities for personal and professional development in a stable company that’s 128 years strong. The role comes with a competitive salary package and various benefits. Flexible work arrangements (combination of remote and in the office). Furthermore, you will be a part of a dedicated group of colleagues who value teamwork and collaboration.Turnaround timeThe shortlisting process will only start once the application due date has been reached. The time taken to complete this process will depend on how far you progress and the availability of managers. Kindly note that should you not receive a response within 21 days please consider your application unsuccessful.Closing date: 03 May 2024Our Commitment to transformation:In accordance with the employment equity plan of Rand Mutual Assurance and its employment equity goals and targets, preference may be given, but is not limited, to candidates from under-represented designated groups.q LLB Degreeq CSSA Qualification with Completed Boardsq Minimum ACIS Status with CGISA (Formally CSSA)q Minimum 5 years in a similar roleq Excellent drafting skills, particularly in respect of minute taking and attention to detailq Proven experience in managing of Board and Committee meetingsq Experience using Board meeting management platforms (Diligent / convene or similar)q Reporting experience using King IV Principlesq Experience in operationalising Legislative requirements (Companies Act/ KingIV)q Good administration and organisational skillsq Excellent communication and interpersonal skillsq Companies act 2008 as it relates to the administration of companies and statutory requirementsq Knowledge of Microsoft office suite (word, excel, power point)q Very good organisational skills and attention to detailq Good decision & judgement skillsq Self-starter
