Minimum Requirements
- Matric / Grade 12 – essential.
- Diploma or certificate in Office Administration, Secretarial Studies, Business Administration, Corporate Governance or related field.
- 3–5 years’ experience as a Committee Secretary, Board Secretary, Executive Secretary or Senior PA with formal minute-taking responsibilities.
- Proven experience preparing minutes, resolutions and action registers.
- Experience coordinating formal meetings involving senior management.
- Healthcare, medical devices, pharmaceutical or regulated-sector experience strongly advantageous.
- CGISA qualification or studies advantageous.
- Strong Microsoft 365 skills – Outlook, Teams, Word and Excel.
- Zoho experience advantageous.
- Valid driver’s licence and own transport.
- Willingness to travel occasionally to Gauteng.
Competencies
- Excellent minute-taking and written communication skills Highly organised with exceptional attention to detail. Strong follow-up and deadline management skills.
- Confident dealing with senior management and stakeholders.
- Ability to distinguish between discussions, decisions, resolutions and actions.
- Professional, discreet and objective.
- Able to work independently and escalate outstanding matters appropriately.
- Strong Microsoft 365 capability.
Key Responsibilities
- Coordinate the full meeting cycle for multiple committees.
- Maintain committee calendars and coordinate meetings, agendas and meeting packs.
- Attend formal meetings and prepare accurate minutes, resolutions and action registers.
- Track outstanding actions, follow up with responsible individuals and escalate overdue matters.
- Prepare regular reports and dashboards for senior management.
- Maintain committee records, terms of reference, membership details and governance documentation.
- Maintain accurate records and document control on Zoho.
- Coordinate external presenters, clinicians, suppliers and meeting logistics when required.
- Handle confidential commercial, tender, supplier and personnel information with discretion.
- Assist with the establishment and administration of new committees.
Important
- Candidates with proven Committee, Board or Executive Secretariat experience within the healthcare, medical devices, pharmaceutical or regulated sector are particularly encouraged to apply.
- Candidates whose experience is limited to general administration, reception or routine PA duties without formal committee and minute-taking experience will not meet the requirements of this position.