Assistant to the Corporate Secretary Full Time

Job Description
TheAssistant to the Corporate Secretary is required to provide administrative and operational support to the Corporate Secretary in the management of board and committee processes, maintenance of corporate records, regulatory filings, and corporate governance activities, ensuring the efficient operation of the Corporate Secretariat function.
Key and Critical Responsibilities
Serves as a resource for the Corporate Secretary in preparing for Board/Committee meetings.

Provides technical support to the Corporate Secretary, such as drafting of Minutes of Meetings, agendas, notes, minutes, and managing legal records.
Manages administrative arrangements for Meetings, including the timely preparation and dispatch of minutes and agendas for meetings.
Assists in the collating, binding and dispatching of Board and Committee Meeting packages as directed.
Maintain databases and records to ensure that they are updated and easily accessible to the Corporate Secretary.
Perform any other duties as may be required and which will fall within the general ambit of the position.
Files, retrieves and monitors documents and reports in accordance with record keeping systems.
Perform administrative duties such as scheduling appointments, providing information to callers, composing and typing correspondence and routing incoming mail.
Preparing and distributing meeting notices, agendas, and board packs.
Coordinating attendance and logistics for meetings.
Taking minutes and preparing draft minutes for review.
Tracking follow-up actions arising from meetings.

Key Competencies
KNOWLEDGE:

Corporate governance principles and practices, including the roles and responsibilities of Boards, Committees, Directors, and Officers.

Corporate secretarial practices, including the preparation of agendas, board packs, minutes, resolutions, and maintenance of statutory records.

Board and committee administration and meeting procedures.

Statutory and regulatory filing requirements and associated deadlines.

Document and records management principles.

Governance policies, charters, and terms of reference.

Confidentiality, ethics, and conflicts of interest requirements.

Research, report writing, and business correspondence techniques.

Microsoft Office Suite, particularly Word, Excel, PowerPoint, and document management systems.

Corporate compliance monitoring and reporting.

Sound knowledge of corporate governance principles and corporate secretarial practices.

Knowledge of board and committee administration, including minute-taking and resolution drafting.

Knowledge of statutory record maintenance and filing requirements.

Knowledge of records management and document control practices.

Proficiency in Microsoft Office applications and electronic document management systems.

Understanding of confidentiality, ethics, and governance best practices.

SKILLS AND ABILITIES

Strong attention to detail and a high level of personal integrity.

Strong organizational, planning, and time-management skills.

Excellent minute-taking, report-writing, and document preparation skills.

Ability to maintain confidentiality and exercise sound judgment.

Strong interpersonal and stakeholder management skills.

Substantial/In-depth oral and written communication skills.

Substantial/In-depth report writing skills.

Excellent organisation and document control, attention to detail and proficiency with the Microsoft Office suite.

Substantial/In-depth organisational and record management skills.

Sound research and advisory writing.

Good analytical and problem-solving abilities.

Ability to work independently and manage multiple priorities.

Proficiency in Microsoft Office Suite and document management systems.

Ability to use the internet for research purposes.

Substantial/In-depth ability to work collaboratively and independently.

Applied/Working ability to work in a multi-disciplinary setting to achieve consensus.

Demonstrated experience preparing Board/Committee papers and minutes, maintaining statutory registers and filings and coordinating with external counsel.

Clear written and verbal communication, stakeholder management, integrity and discretion.

MINIMUM EXPERIENCE AND TRAINING:

Bachelor’s degree in Law (LL.B.) or equivalent legal qualification issued by a recognized institution.

Three (3) years post-qualification experience with exposure to Administrative Corporate Secretaryship duties in the public or private sector.