Saypro. Secretary job Description

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Job Summary:

The SayPro Board Secretary is responsible for ensuring the smooth execution of the Quarterly Lekgotla la ME Board Meeting. This includes managing all logistics, preparing the agenda, and ensuring all necessary documentation is distributed and properly recorded. The role is essential for maintaining effective communication, coordination, and the proper functioning of board activities.

Key Responsibilities:

• Meeting Preparation:
  • Coordinate all logistics for the Quarterly Lekgotla la ME Board Meeting, including venue arrangements, travel, and accommodation for board members.
  • Prepare and distribute the meeting agenda ahead of time, in consultation with the Board Chair.
  • Gather, organize, and distribute all relevant documents, reports, and materials required for the meeting.
• Documentation & Record-Keeping:
  • Take accurate minutes during the meeting, ensuring all decisions, discussions, and action items are clearly recorded.
  • Distribute meeting minutes and any follow-up documentation to board members after the meeting.
  • Maintain an organized record of all meeting documents, minutes, and relevant correspondence.
• Communication & Coordination:
  • Act as the point of contact for board members regarding meeting schedules, agenda items, and other board-related matters.
  • Ensure timely communication with board members, ensuring that all logistics, documents, and information are provided promptly.
• Compliance & Governance:
  • Ensure that all board meetings are conducted in compliance with the organization’s policies and governance standards.
  • Assist with the organization of the Annual General Meeting (AGM) or other relevant board events, as required.

Skills & Qualifications:

• Proven experience as a Board Secretary, Executive Assistant, or in a similar administrative role.
• Strong organizational skills and the ability to manage multiple tasks effectively.
• Excellent written and verbal communication skills.
• Detail-oriented, with a focus on accuracy and professionalism.
• Proficiency in Microsoft Office Suite and other relevant office software.
• Knowledge of corporate governance and board meeting protocols is a plus.
• Ability to work independently and as part of a team.

Additional Information:

• The SayPro Board Secretary may be required to attend occasional meetings or events outside of the standard meeting schedule.
• This position may require travel depending on the location of board meetings.