Description:
JOB DESCRIPTIONProvision of secretariat support services for executive meetings
Assist with requesting for agenda items and Compile/ draft agenda for EXCO, OPCO, SMS, Extended EXCO and MMM meetings Sourcing future agenda items from previous minutes and action lists Daily sending of reminders for submission of supporting documents Meeting packs/supporting documents coordinated and distributed Assist with taking and drafting of executive meetings minutes in the absence of DD Secretariat
Logistical support for executive meetings
Sending out meeting links to executive members Source quotations for securing external venues for executive meetings Prepare necessary documents for securing of venues e.g. VA26 Loading and management of flow of presentations during sessions Ensure proper set-up at venues and availability of functional PA system with good sound during meetings Circulation of roving microphones during meetings Circulation of attendance registers during executive meetings Continuous Communication of changes/updates relating to meetings Purchase and prepare refreshments for executive meetings
Coordination of ODG Unit meetings and planning sessions
Request for agenda items and compile/ draft agendas Meeting packs/supporting documents coordinated and distributed Draft minutes of ODG Unit meetings and planning sessions Approved minutes signed by the chairperson Filing of meeting packs and signed minutes
Distribution of external Cabinet memos and coordination of Ministers Cabinet briefing notes
Distribute external Cabinet memo to Programmes Consolidation of various inputs into a single briefing notes document Follow-up with programmes to submit inputs into briefing notes Submission of briefing notes to Minister and Deputy Minister Ensure that Cabinet memoranda sent to programmes are returned back to the ODG for safekeeping Ensure that copies of tabled Company cabinet memoranda are filed Assist in monitoring Cabinet minutes to extract decisions relating to the Company for implementation Assist in coordinating the development of reports on Cabinet briefings for tabling at Opco and EXCO quarterly
Providing admin support
Capture all incoming and outgoing documents and information into manageable and retrievable system Recording classified documents and external Cabinet memoranda in a register Filing of executive meetings packages manually and electronically after sending to Programmes Filing of all executive meetings minutes:-Opco, Exco, extended Exco and bilateral meetings with Company entities and MMM Cabinet memoranda, agendas and minutes filed in the strongroom Develop and upd
24 Mar 2025;
from:
gumtree.co.za