Executive Secretary

The Executive Assistant plays a crucial role within our dynamic team, working closely with company Management and Finance to provide advanced administrative support. This position is tailored for individuals possessing strong legal, accounting expertise, and financial acumen, ensuring comprehensive handling of company secretarial administration and associated matters for the company and various group companies. The role is multifaceted and evolving, ideal for those seeking a non-traditional, challenging company secretarial role. The Executive Assistant is also responsible for developing and implementing efficient operating processes.

Work Environment: Office based (Parkview, Johannesburg)

Key Responsibilities:

Company Secretarial:

• Efficiently manage statutory records at CIPC, COIDA, ensuring timely and complete actions.
• Maintain and report on relevant company registers, identifying critical risks and non-compliances.
• Oversee corporate legal administration and compliance, including drafting and reviewing basic legal documents (e.g., board/shareholder resolutions, intra-group agreements).
• Coordinate and manage the execution of administrative legal and corporate documents to fulfil legal and statutory obligations.
• Handle KYC enquiries and requests, managing company data and an online database.

Office Management:

• Oversee general office and facilities management, including purchasing and management of supplies and equipment.
• Ensure maintenance and cleaning of office facilities and equipment.
• Welcome visitors and manage office deliveries.

Administration:

• Maintain and enhance an online filing system for efficient document retention.
• Take ownership of document and record management.
• Assist with FICA documents as required.

Legal and Financial Responsibilities:

• Manage legal contract administration and project management, keeping up-to-date with schedules, documents, and submission deadlines.
• Support financial transactions utilizing strong accounting knowledge and financial acumen.
• Provide HR Administration support for employee contracting, onboarding, and offboarding processes.

Travel and Living:

• Manage family and management travel arrangements, including finalizing plans, handling visa processes, and bookings.

Job Requirements:

• Full-time, office-based role.
• Independent work capability, managing several matters simultaneously.
• Proficient in standard MS Office software and online resources.
• Excellent oral and written communication skills.
• Strong background in accounting, legal knowledge, and financial management.

Qualifications:

• Relevant academic background: Business Administration or related qualification/certificate preferred.
• CSSA / ICS / Paralegal Certificate advantageous.
• Over 10 years of relevant work experience, with substantial exposure to legal and accounting domains.