NHP EXECUTIVE ASSISTANT/FUND SECRETARY 270 views

Primary purpose of position

• The incumbent will provide executive support to the Principal
Officer and perform all secretarial functions for Fund Board
meetings.
• Perform general administration functions to ensure smooth
running of the office, receptionist duties, and meeting
administration tasks.

Main Responsibilities
Executive Assistant duties

• Facilitate daily administrative tasks for the Principal Officer
that include managing the calendar of appointments,
completing expense reports, composing and preparing
correspondence, arranging travel plans, itineraries and
compiling documents for meetings.
• Perform receptionist duties and ensure the smooth running
of the office.
• Coordinate meetings with internal and external stakeholders
and arrange functions of the Fund.
• Draft communication with internal and external stakeholders
for the Principal Officer.
• File and maintain the filing system and coordinate submission
and safekeeping of all statutory documentation, as per
requirements.
• Coordinate the agenda of meetings to be attended by the
Principal Officer, prepare an account of the meetings and
follow up on assigned action items.

Fund Secretary duties

• General administration of Board and Committee meetings,
draft annual board meetings calendar, schedule meetings
and compile and issue agenda and meeting packs, in
accordance with Fund requirements.
• Prepare and finalize the minutes of Board and Committee meetings,
in line with corporate governance principles and required timelines,
and provide necessary feedback to relevant parties.
• Ensure that all supporting documentation is collated for
Board packs, Board statutory registers are kept up to date
and the online Board repository is maintained.
• Ensure that the Board and Board Committee charters,
policies and terms of reference are kept up to date and a
the register is maintained.
• Assist with the evaluation process of the Board and its Committees.
• Ensure the effective flow of information within the Board and
facilitation of board inductions and training.
• Ensure that the secretarial affairs of the Fund are managed
within the Rules of the Fund, the Medical Aid Funds Act, and
any other relevant legislation, and that all relevant actions as
per the minutes are addressed and followed up.

Qualification requirements

• Grade 12
• Diploma in Secretarial / Administration / Office Management
(NQF Level 6) or appropriate qualification aligned to the
relevant experience.

Experience requirements

• Five (5) years experience as an Executive Assistant and/or
Fund Secretary.
• Experience as a Management Secretary to a Senior Manager
and/or Fund Secretary in a corporate environment.
• Experience in the Medical Aid Funding industry would be an
added advantage.
• Experience with board management software preferable.

Competencies

• Excellent minute-taking skills at the Board level.
• Excellent writing and editing skills.
• Excellent time management and problem-solving skills.
• Excellent English verbal and written communication skills.
• Strong interpersonal skills and the ability to build relationships
with stakeholders at all levels.
• Strong organizational and administrative skills that reflect
ability to perform and prioritise multiple tasks seamlessly,
with excellent attention to detail.
• Ability to work independently and maintain a high level of
confidentiality at all times.
• Computer literate and proficient in advanced Microsoft Office applications.

Further requirements

• Namibian Citizen.
• Code 08 Drivers License, with own transport.
• Ability and flexibility to work outside of standard business hours.