Job Title: 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 seeking a highly organized and detail-oriented Secretary to provide administrative support to the Board of Directors and ensure the smooth functioning of board activities. The Secretary will be responsible for managing board documentation, scheduling meetings, and maintaining accurate records. This role requires strong organizational skills, attention to detail, and the ability to handle sensitive information with discretion.

Key Responsibilities:

• Meeting Coordination: Schedule and organize Board meetings, including setting agendas, distributing meeting materials, and coordinating logistics. Ensure that meetings are conducted efficiently and effectively.
• Documentation: Take accurate minutes during Board meetings and other relevant committee meetings. Prepare and distribute meeting minutes and ensure they are documented and filed appropriately.
• Record Keeping: Maintain up-to-date and accurate records of Board activities, decisions, and correspondence. Ensure that all documentation is properly archived and easily accessible.
• Communication: Serve as the primary point of contact between the Board and external stakeholders. Handle correspondence, respond to inquiries, and manage communications on behalf of the Board.
• Compliance: Ensure that Board activities comply with organizational policies, legal requirements, and regulatory standards. Assist in maintaining corporate governance records and ensuring timely filing of necessary documents.
• Administrative Support: Provide administrative support to the Chairperson and other Board members as needed. Assist with preparing reports, presentations, and other documents required for Board meetings.
• Policy Management: Assist in the development and review of governance policies and procedures. Ensure that all Board members are informed of changes and updates to policies.
• Event Planning: Support the planning and organization of Board-related events, such as retreats, workshops, and special meetings.
• 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 2-4 years of experience in an administrative or executive support role. Experience supporting a Board of Directors or senior leadership team is advantageous.
• Skills:
  • Excellent organizational and time-management skills.
  • Strong written and verbal communication skills.
  • 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.
  • Strong 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 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 “Secretary Application – [Your Name]” 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: Board, SECRETARY