Job Purpose

To support the Company Secretariat and Legal head by coordinating and executing various activities within the office, and handling all administrative tasks while portraying a professional image of the Trust, resulting in ongoing client delivery and satisfaction

Legal Administration:

• Manage general secretariat diary and Board & Committee meetings.
• Ensuring all Board member have access to the relevant information.
• Managing migration and onboard for Board and committee members.
• Maintain and update Declaration of Interests for Board Members.
• Collation and update of minute books.
• After the final meeting minutes, process for signature with the relevant Board or Committee chairperson.
• Ensure that Board Members’ fees are processed and paid
• Ensure that all Board members personal information is up to date on the KT systems.
• Update regulators on Board membership.
• Maintain statutory records.
• Ensure statutory returns are submitted to regulators
• Circulate round robin resolutions and documents to the directors for signature
• Updated and filed Declaration of Interests documents of Board Members
• Collect the required information to update, prepare and process for submission directly on the CIPC e-service portal of Service providers.
• Timeous signed documents and circulated for implementation.
• Assist with reviewing contracts where necessary.
• Updated Trust and Company information electronically and ensure hard copies are available for submission.
• Record minutes of Committee meetings
• Compile and upload meeting documents on Diligent KT.
• Ensure the distribution of the Diligent pack via the App and email.
• Make sure all relevant Committees/Boards with relevant members are loaded ensuring they have access to the pack.
• Facilitate the onboarding and training of members and update company and member information.
• Professional and diligent communication with Trustees, Service Providers and Staff members, ensuring all stakeholders are updated on relevant Boards and Committee information via email, Aide Memoire and telephonically.
• Timeous sending of updates on the Director development and training programmes and conferences available.
• Monitor the timeous payment of the Board Members’ fees to ensure no late or missed payment.
• Proactively check for updates with the Trustees and update Finance, Board and Committee information accordingly

Logistics:

• Arrange local and International travel logistics for the Board members and the Department.
• Ensure all Travel information is accurately and timeously communication with external and internal stakeholders.
• Organise Director development training and conferences.
• Ensure the necessary meeting logistics and equipment are in order, including the catering and beverages.
• Accurate traveling bookings and within budget by continuously.
• Check and confirm quotations and final invoices.
• Ensure that the Directors are booked for the conference and relevant payments made prior the training date.
• Booking travel and accommodation for delegates

Desired Experience & Qualification

• Matric
• Diploma in General office Admin or Law
• Secretary course or Equivalent

Work Experience:

• 1-2 years’ experience in an office administration role, legal or company secretarial

Job Related Knowledge:

• Basic understanding of general legal documentation
• Basic knowledge of legal software packages

Job Related Skills:

• Computer skills (MS Word, PowerPoint)
• Good written and verbal communication skills
• Interpersonal skills
• Listening skills
• Office Management
• Interpersonal Skills
• Relating & Networking skills

Closing date: 30 March 2025

NB: Applications can be forwarded to the following mail address:  recruitment@kagiso.co.za

Kindly note that no hand delivered applications will be accepted