Sappi Southern Africa

Head Office - Rosebank Johannesburg

Company Secretarial Assistant (HRL 15)

We are hiring!

At Sappi, we are a leading global provider with a reputation for delivering high-quality sustainable Woodfibre products and solutions for the global markets. We lead through our values centred around safety, integrity, courage, making smart decisions which we execute with speed. We are seeking unique people who believe in fostering a diverse and inclusive and safe environment.

We’re on the lookout for an experienced Company Secretarial Assistant to provide a professional secretary service, including formal appointments (as agreed by those Boards and Committees), and all related necessary tasks to ensure the appropriate support is provided to the Company Secretary and all statutory requirements are met effectively and timeously.

This role reports to the Group Company Secretary.

As a Company Secretarial Assistant, you will be responsible for:

• Provide administrative support to the Legal & Strategic Development team to include travel, diary management, minute taking, meeting preparation, processing of invoices and any other ad-hoc duties required.
• In addition, the incumbent assists the Group Company Secretary in developing and maintaining a culture of legal corporate compliance to support Sappi’s mission to create, employ, sustain and monitor the company’s corporate legal compliance effort and ensure that all departments of the SA based organization are abiding by the relevant company laws and regulations and to ensure that the effectiveness of the company’s policies is reviewed and corporate auditing is conducted at regular intervals in collaboration with Sappi’s Governance team.
• Provide effective administration for all meetings (AGM, Board and Board subcommittees) including preparation of board programmes and agendas.
• Ensure the collation and dispatch of meeting packs and support to Directors and invitees timeously.
• Attend meetings as and when necessary and record accurate and professional minutes for the Company Secretary and Chairpersons scrutiny.
• Electronic recording and preservation/ safe guard of all proceedings of Board and Committees meetings on the Diligent system and ensure maintenance thereof.
• Prepare extracts of resolution and minutes for all Board; AGM and Committees proceedings as and when required.
• Assist with the drafting and release of Stock Exchange News Service (SENS) announcements.
• Prepare and track action items from Board, Board Committees and Management ensuring decisions made are communicated to the relevant stakeholders (for noting and/or actioning).
• Assist with matters relating to AGM, Board evaluations and Director inductions.
• Oversee the timely filing of all statutory returns and forms, such as annual returns; forms for Director & Officers’ appointments and resignations with the designated service provider; e.g. Register and de-register Directors both on Companies and Intellectual Property Commission (CIPC).
• Assist with advice and guidance on the Companies Act, Corporate Governance best practices and principles (King IV Report), and related applicable legislation.
• Assisting the Company Secretary with the preparation of various reports for the Annual Report and inputs into the Annual Financial Statements.
• Preparation of Directors’ fees and ensuring that they are processed for payment.
• Maintain all statutory registers, minute books and any other governance documents.
• Respond to and assist Directors & Executives with queries on various matters.
• Assist with travel arrangements for non-Executive Directors.
• Respond to general queries regarding FICA, B-BEE verification and Auditor queries.
• Undertake any ad hoc duties as guided by the Company Secretary.
• Maintenance, updates and circulation and of all board calendars.

Team administrative support

• Provide administrative support to the Legal & Strategic Development team to include travel, diary management, minute taking, meeting preparation, processing of invoices and any other ad-hoc duties required.

What are we looking for?

• A minimum of five (5) years experience in Corporate Governance administration
• At least 2-3 years’ experience within a Company Secretarial environment
• General understanding of the Companies Act and codes of best practice for this aspect of corporate governance and the ability to interpret written laws.
• A good understanding of the statutory requirements relating to company formations, special resolutions, board resolutions, minutes and, notice of meetings will be advantageous.
• An excellent command of English, both written and verbal is a requirement of the role.
• Must be proficient in the use of MS Word and Excel

What’s in it for you?

• Opportunity to work within a global organisation that continues to thrive in a rapidly changing world even after 80 years of existence
• learning and development programmes to fast-track your career within Sappi
• Market leading leave benefits
• Employee wellbeing benefits

Closing Date: 07 December 2023

How to Apply? Please click on one of the buttons below. If you encounter any issues while applying contact your HR contact.

Feel free to visit our website for further information www.sappi.com

Sappi is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment regardless of race, colour, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. At Sappi, we encourage and support vaccination.