Job Purpose

• A Board/Committee Secretary manages board administration, ensuring effective meetings, compliance with laws/bylaws; key duties involve agenda setting, minute-taking (official record of decisions), document management (packs, policies), communication, and tracking action items, acting as the central hub for board information and fostering smooth communication between directors and management, requiring strong organizational, confidentiality, and compliance skills.

Principal Accountabilities    
Meeting Management:

• Prepare agendas in collaboration with chairs/executives/Company Secretary
• Maintain the Board/Committee work plan aligned to the Charter; schedule standing items (risk, compliance, performance reviews) and ad hoc matters, ensuring readiness of source documentation
• Vet submissions for format/template compliance, signatures, and supporting evidence before circulation
• Distribute meeting notices and relevant documents (meeting packs)
• Organize meeting logistics and ensure smooth meeting flow, and coordinate Director travel

Record Keeping & Compliance:

• Draft and maintain accurate meeting minutes (decisions, votes, discussions)
• Keep records of bylaws, policies, and disclosures, acting as the governance expert
• Ensure adherence to legal/regulatory requirements and track updates: brief the Chair and Company Secretary on implications for Board/Committee work plans
• Maintain statutory and governance registers relevant to the Committee (e.g., Declaration of Interests and conflicts)

Communication & Administration:

• Serve as the primary point of contact for board communication
• Manage official correspondence and disseminate information
• Compile and distribute action registers, assign owners and due dates, and follow up ahead of the next meeting to confirm status/closure

Support & Liaison:

• Provide administrative support to the Board and its Committees
• Facilitate communication between the board, board committees, management, and external parties

Qualifications & Experience

• Bachelor’s degree in Law, Governance, Finance, Business at NQF Level 7
• 1 – 2 years’ experience in Corporate Governance/Board Administration within complex, regulated organisations
• Aviation or SOE experience advantageous

Knowledge and Skills

• Governance Knowledge: Understanding of corporate law, bylaws, and best practices. Knowledge of corporate law, King IV, PFMA, governance policies, and board-portal practices
• Organization & Detail: Meticulous attention to detail, planning, and time management
• Communication: Excellent written and verbal communication
• Confidentiality: Ability to handle sensitive information discreetly

Attributes

• Superior planning, organising, and time-management; strict attention to detail and deadline discipline
• High-quality written communication; minute-taking and synthesis skills; ability to frame clear recommendations and governance pathways
• Stakeholder management across executive teams and directors; emotional intelligence and professional