Job Title: Deputy Secretary

Location: Johannesburg, Gauteng

Department: Administration / Board of Directors

Position Type: Part-time / Voluntary

Reports To: Chairperson and Board of Directors

Job Summary:

SayPro is looking for a meticulous and organized Deputy Secretary to assist in managing the administrative and clerical functions of the Board of Directors. The Deputy Secretary will support the Secretary in maintaining accurate records, coordinating meetings, and handling communications. This role requires excellent organizational skills, attention to detail, and the ability to provide effective administrative support.

Key Responsibilities:

• Administrative Support: Assist the Secretary in scheduling and organizing Board meetings, including preparing agendas, distributing meeting materials, and coordinating logistics.
• Meeting Documentation: Help in taking accurate minutes during Board and committee meetings. Ensure that minutes are recorded, reviewed, and filed appropriately.
• Record Maintenance: Maintain up-to-date and accurate records of Board activities, decisions, and correspondence. Ensure that documentation is properly archived and easily accessible.
• Communication Management: Act as a point of contact for Board-related communications. Handle correspondence, respond to inquiries, and manage communications in the absence of the Secretary.
• Compliance Assistance: Support the Secretary in ensuring that Board activities comply with organizational policies, legal requirements, and regulatory standards. Assist with maintaining corporate governance records.
• Policy and Procedure Support: Aid in the development, implementation, and review of governance policies and procedures. Ensure Board members are informed of policy changes and updates.
• Event Assistance: Support the planning and organization of Board-related events, such as retreats, workshops, and special meetings. Help with logistics and coordination as needed.
• Backup Duties: Be prepared to assume the Secretary’s responsibilities in their absence, ensuring continuity in administrative support and documentation.
• Confidentiality: Handle sensitive information with discretion and maintain confidentiality regarding Board discussions and decisions.

Qualifications:

• Education: Bachelor’s degree in Business Administration, Public Administration, or a related field is preferred. Relevant professional experience may be considered in lieu of formal education.
• Experience: Minimum of 2-3 years of experience in an administrative or executive support role. Experience supporting a Board of Directors or senior leadership team is advantageous.
• Skills:
  • Strong organizational and time-management skills.
  • Excellent written and verbal communication abilities.
  • Proficiency in office software and administrative tools (e.g., Microsoft Office Suite, meeting management software).
  • Ability to take accurate and comprehensive meeting minutes.
• Attributes:
  • High level of integrity and professionalism.
  • Attention to detail and accuracy.
  • Ability to work independently and manage multiple tasks simultaneously.
  • Proactive and solution-oriented approach to problem-solving.

Benefits:

• Opportunity to play a key role in supporting the governance and administrative functions of a dynamic organization.
• Engage with a network of industry professionals and stakeholders.
• Contribute to impactful and meaningful organizational initiatives.
• Recognition and professional development opportunities.

Application Process:

Interested candidates should submit their resume, cover letter, and a list of references to [application email/website]. Please include “Deputy Secretary Application – Clifford Legodi in the subject line.

SayPro is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Tagged as: deputy, SECRETARY