Company Secretarial Administrator: Group Secretariat

Company Secretarial Administrator: Group Secretariat

Date: 7 Feb 2025

Location: Tygervalley, Western Cape, ZA

Who are we?

Sanlam was established as a life insurance company in South Africa but has since transformed into a diversified financial services group that operates across the African continent, India, Malaysia and selected developed markets, with listings on the Johannesburg, A2X and Namibian stock exchanges. In 2018 the Group celebrated its centenary as well as 20 years since demutualisation and listing in South Africa and Namibia. Sanlam is one of the largest internationally active insurance groups in the world with a presence in 31 countries and has the biggest non-banking financial services footprint on the African continent.

This role exists in our Group Secretariat department which is focused on establishing and maintaining appropriate governance structures and mechanisms to enable good corporate citizenship within the regulatory environment as well as ensuring compliance with legal, regulatory and listing requirements.

The company secretariat administrator will perform company secretarial and general office support to the assistant group company secretaries, which includes but is not limited to maintaining statutory records, end-to-end meeting administration, travel arrangements, calendar/diary management and KYC matters.

What will make you successful in this role?

• Prepare minutes frameworks ahead of all exco, committee or board meetings.
• Prepare, plan and collate input for agendas and drive matters arising feedback.
• Obtain and collate reports required for meeting packs, within pre-determined timeframes, which are to be distributed via Diligent and/or PDF.
• Prepare and circulate written resolutions.
• Maintain physical and digital statutory records which includes minutes, resolutions, company registers, share registers, resolution registers and beneficial ownership registers.
• Maintain company records at the Companies and Intellectual Property Commission (CIPC).
• File annual returns, amend directorships, lodge any requisite amendments or documentation within the prescribed period.
• Co-ordinate meetings: annual calendars, arrange venue, parking, catering and IT Support.
• Collaborate with other stakeholders to prepare the annual corporate calendar.
• Assist with KYC related matters, with input from the assistant group company secretary.
• Assist with stakeholder management matters.
• Provide support to board and/or committee members as required.
• General office management filing.

Diary management

• Office resource management.
• Travel and accommodation arrangements.
• Booking of venues and meeting rooms.
• Catering arrangements.
• Accounts and payments if required.

Qualification and Experience

• Grade 12 and Diploma/Certificate in Office Administration or related qualification.
• 5 years relevant administration/secretarial experience at senior/executive level.
• Exposure to Diligent Board or similar platform.

Knowledge and Skills

• Reservation Management
• Secretarial Support
• Administration
• Manages various Stakeholder queries and support

Personal Attributes

• Communicates effectively - Contributing independently
• Plans and aligns - Contributing independently
• Action oriented - Contributing independently
• Optimises work processes - Contributing independently

Core Competencies

• Cultivates innovation - Contributing independently
• Customer focus - Contributing independently
• Drives results - Contributing independently
• Collaborates - Contributing independently
• Being resilient - Contributing independently

Turnaround time

The shortlisting process will only start once the application due date has been reached. The time taken to complete this process will depend on how far you progress and the availability of managers.

The closing date for applications is 21 February 2025.

Our commitment to transformation

The Sanlam Group is committed to achieving transformation and embraces diversity. This commitment is what drives us to achieve a diverse, inclusive and equitable workplace as we believe that these are key components to ensuring a thriving and sustainable business in South Africa. The Group's Employment Equity plan and targets will be considered as part of the selection process.