Lucy Maphutha Email & Phone Number

Gauteng, South Africa

Sandton, Johannesburg

Responsibilities/Contributions•Coordination and management of Board meetings.This covers the full process ranging from the preparation of agenda, collation and professional presentation of the meeting packs through to attendance and taking minutes.•Ensure that the company is compliant with the Companies Act and all relevant acts in collaboration with the relevant subsidiaries•Maintenance of share register and processing of amendments thereto•Ensure statutory documents/records… Show more Responsibilities/Contributions•Coordination and management of Board meetings.This covers the full process ranging from the preparation of agenda, collation and professional presentation of the meeting packs through to attendance and taking minutes.•Ensure that the company is compliant with the Companies Act and all relevant acts in collaboration with the relevant subsidiaries•Maintenance of share register and processing of amendments thereto•Ensure statutory documents/records are up to date and safekeeping•Ensure minutes are distributed within the set time frame for members to review and comment before submitting to the Chairperson for signature•Compile and ensure that the resolutions taken at the meeting are signed by the Chairperson and filed•Establish a compliance database for all TGH subsidiary companies•Automate and implement controls where possible with regard to the recording of company statutory information with Companies and Intellectual Property Commission (CIPC)•Ensure compliance with timelines filing of all statutory returns•Overall preparation for TGH’s subsidiary companies strategy session•Attending, preparing and follow-up key fulfilment task scheduled for all subsidiary companies as per the Strategy Sessions •Prepare correspondence to be send out to specific people within and outside •Create templates to be used or TGH and its subsidiaries board minutes, meeting notices, action items and agendas•Design, implement and monitor a filing system for the office of the COO•Develop, implement and monitor the Culture Development plan•Assist the COO with HR issues like job descriptions, interviews, appointments etc•Support and assist the ICT Manager with some the projects •Develop a newsletter with the assistance of the Executive Chairman and COO•Design and put together the Power Point Presentations for the COO’s•Manage any financial issues like payment of invoices•Make travel arrangements. Show less

Johannesburg Area, South Africa

Responsibilities/Contributions:-Managing Regional Acquisition Councils’ secretaries and providing necessary guidance-Arranging National Acquisition Council meetings -Populating dates for the National Acquisition council meetings.-Compiling and distributing agendas and submission packs for meetings-Attending the National Acquisition Council meetings and taking comprehensive minutes thereof-Compiling and ensuring that the resolutions taken at the meeting are signed by the… Show more Responsibilities/Contributions:-Managing Regional Acquisition Councils’ secretaries and providing necessary guidance-Arranging National Acquisition Council meetings -Populating dates for the National Acquisition council meetings.-Compiling and distributing agendas and submission packs for meetings-Attending the National Acquisition Council meetings and taking comprehensive minutes thereof-Compiling and ensuring that the resolutions taken at the meeting are signed by the chairperson-Informing Council members of any changes with regard to the meetings-Following up on action items that came out of the meetings.-Compiling monthly governance report for submission to Transnet Group.-Ensuring that submissions are properly prepared before populating the Agenda.-Updating the Terms of Reference for National Acquisition Council-Arranging refreshment for both NAC and tender meetings-Managing the tender box and the submission of tenders-Managing communications with tender applications on pre-submission tender queries, status of tender applications and outcome of tender awards.- Compiling regular monthly reports and distribute to all Council members and Transnet Group.- Responsible for the circulation of documents for NAC members’s approval.- Managing the Declaration of Interest and Gift register on the intranet. Show less

Pretoria Area, South Africa

Responsibilities/Contributions:-Manage the diary of the Commercial Executive and the 2 GM’s effectively and efficiently and also reminding them of their engagements. -Co-ordinate the activities of the Commercial Executive and those of his Management Team-Ensure that the Commercial Executive has relevant documentation for meetings and is briefed on matters relating to the subject of the meeting. -Draft correspondences and type documents such as memos, letters, emails, reports… Show more Responsibilities/Contributions:-Manage the diary of the Commercial Executive and the 2 GM’s effectively and efficiently and also reminding them of their engagements. -Co-ordinate the activities of the Commercial Executive and those of his Management Team-Ensure that the Commercial Executive has relevant documentation for meetings and is briefed on matters relating to the subject of the meeting. -Draft correspondences and type documents such as memos, letters, emails, reports, presentations etc. and ensure confidentiality. -Control and monitor the sorting and distribution of all mail, faxes, memos and all correspondence relevant to the departments. -Organize travel and any bookings required including hotel and conferences for the Commercial Executive and for the team, national and International -Ensure meals and refreshments are arranged for meetings and events where necessary. -Take minutes at meetings and ensure distribution thereof on time. -Collect, prepare data and compile relevant monthly reports or Board Packs for submission as and when required. - Perform all general office administration for the office, including but not limited to filing, photocopying, faxing, preparation of letters, presentations, agendas, minutes. - Use discretion on which matters to delegate and refer to the correct people without necessarily waiting for the instruction from the Commercial Executive and the 2 GM’s.- Perform ad-hoc projects for the departments. - Provide assistance in respect of personal matters.- Purchase newspapers/magazines and any form of publication that the Commercial Executive and the 2 GM’s need to use- Arrange and coordinate dinners, lunches and breakfasts with clients and colleagues for the Commercial Executive- Ensure that supplier invoices are paid timeously- Order stationery, flowers when necessary- Prepare packs for Executive meetings- Manage two support staff i.e. cleaner and general worker Show less

Pretoria Area, South Africa

Responsibilities/Contributions:-Overall Management administration and support.-Provide secretarial services and personal assistance on all matters relating to the office of the Corporate Service Executive and CFO -Provide secretarial service on all matters relating to the Corporate services Management and Finance meetings.-Handling of other communications and meetings.-Provide optimal service to internal and external customers.-Co-ordinate all reports to be submitted to… Show more Responsibilities/Contributions:-Overall Management administration and support.-Provide secretarial services and personal assistance on all matters relating to the office of the Corporate Service Executive and CFO -Provide secretarial service on all matters relating to the Corporate services Management and Finance meetings.-Handling of other communications and meetings.-Provide optimal service to internal and external customers.-Co-ordinate all reports to be submitted to the CEO.-Follow up and remind Executives on all meetings.-Manage the Corporate service Executive and CFO travel arrangements.-Arrange appointments and meetings.-Communication within the Executives portfolio of dates of all strategic meetings (calendar of events)- Handle very confidential information.- Attend ad hoc meetings and write the minutes and Action Lists.- Reminding Executives about items to action before the EXCO meetings.- Ensure secure and confidential filing and storage of all company records.- Co-ordinating company strategy business plan.- Handling incoming and outgoing mail.- Manage the Corporate executive and CFO’s Diary.- Typing and professional answering of telephone calls- Compile meetings, agendas and programmes for meetings. - Prepare, distribute and file agendas and minutes - Maintain and update registers and other formal records in compliance with statutory requirements.- Co-ordination support of activities in business unit.- Work together with other support staff in the corporate executive suite on a relief basis to ensure seamless responsiveness of all such support functions.- Preparation of presentations. Show less

Pretoria Area, South Africa

Responsibilities/Contributions:-Ensures that committee lists are maintained and that agendas, minutes, files, mailing lists and other project records are accurate, on time and efficiently maintained,-Ensures that meetings and associated arrangements are properly organised and run effectively;-Ensures that correspondence and proofreading of standards are of the required quality;-Ensures the well-controlled flow of documents by way of internet and emails; -Ensures through… Show more Responsibilities/Contributions:-Ensures that committee lists are maintained and that agendas, minutes, files, mailing lists and other project records are accurate, on time and efficiently maintained,-Ensures that meetings and associated arrangements are properly organised and run effectively;-Ensures that correspondence and proofreading of standards are of the required quality;-Ensures the well-controlled flow of documents by way of internet and emails; -Ensures through adherence to standards development procedures and deadlines that committees are properly serviced, queries are dealt with appropriately and on time, and all communication and record keeping is of a high standard;-Projecting a positive and professional image of the company/department;-Timeous attending to queries and complaints from clients and committee members; -Minute taking during committee meetings. Show less