Fikile Michelle Mashika
Legal And Governance Practitioner
Midrand
Summary
Experienced Office Management and Governance Administration Professional experienced optimizing productivity, efficiency and service quality across various environments. Highly dependable, ethical and reliable support specialist and leader that blends advanced organizational, governance, secretarial, technical and business acumen. Works effectively with cross-functional teams in ensuring operational and service excellence.
Overview
18
18
years of professional experience
Work History
Corporate Secretariat Administration
Industrial Development Corporation of South Africa
4 2022 - Current
- Assist Corporate Secretariat Department in delivering its function on ensuring compliance in relation to issues of corporate governance, including responding to changes in the regulatory environment.
- Ensuring that all Committee meeting packs are prepared timeously and distributed accordingly
- Attending meetings and taking well articulate and accurate minutes at meetings producing accurate minutes, resolutions, and related documents
- Ensuring that resolutions from the meetings are accurately captured
- Following up on actions and matters arising from meetings to ensure that are completed on time.
- Ensure compliance with all applicable requirements of the PFMA, Company's Act, PIC Act, King IV and other applicable legislation and regulations
- Promoting knowledge and providing relevant information relating to corporate governance to the organization
- Providing advice and report on compliance matters
- Assist in drafting and reviewing of Committee Terms of Reference and Board Charter on an annual basis
- Assist in monitoring and providing guidance for compliance with DoA and the TORs within allocated Committees
- Provides general support and maintenance of databases of information on Directors, subsidiary companies, signing powers, etc
- Assist with administrative responsibilities within Secretariat and IDC's Subsidiaries
- Maintain declarations of interest and manage conflicts of interest
- Contributing to governance processes within Company Secretariat
- Assist in liaising with the Committee Chairperson(s) and other Executive and Non-Executive Directors on a regular basis to ensure appropriate governance Committees
- Management of Annual Work Plans for allocated Committees
- Maintaining statutory records etc
- Drafting and maintaining Committee Resolutions including the compilation of decisions for submission to the Committee Members
- Key Competencies: Ensuring the filling and maintenance of the annual returns of subsidiaries on the CIPC system
- Ensuring timely payments of IDC Bonds
- Conducting Delinquent checks for the IDC community
- Ability to conduct effective research and to prepare integrated reports
- Participating in any of the corporate secretariat related initiatives or projects undertaken by the department
- Ensuring IDC security register is up to date
- To ensure that both manual and electronic filing system is up to date and easily accessible
- Maintaining good stakeholder relations and clients
- Knowledge in corporate governance issues, corporate law (in particular, the Companies Act)
- Practical Knowledge of SAP
- Knowledge of the CIPC registration process.
Executive Assistant
Industrial Development Corporation of South Africa
2018.09 - 2022.04
- Executive Support
- Reading, monitoring and responding to executive's emails
- Answering calls and handling queries
- Preparing correspondence on the executive's behalf
- Commissioning work on the executive's behalf
- Liaising with the HC team
- Managing the executive's electronic diary
- Booking meetings
- Organising travel and preparing complex travel itineraries
- Attend meetings on the executive's behalf
- Typing minutes
- Planning, organising and managing events
- Writing reports, executive summaries and newsletters
- Preparing presentations
- Managing and reviewing filing and office systems
- Managing and maintaining the Executive engagement platform with staff
- Forwarding human capital inquiries to either help desk or HCBP and follow-up on their resolution
- Manage and deliver basic human capital related processes
- Respond to basic human capital enquiries from staff
- Maintain the confidentiality of the office
- Sourcing and ordering stationery and office equipment
- Interdepartmental communication
- Communicates in a positive and effective manner with the HC team, employees and other stakeholders
- Schedule departmental meetings, prepare agendas and reserve rooms for meetings
- Review, Distribute and follow-up on mail/correspondence (including e-mails, memos, reports, etc.)
- Facilitate HC deliverables by other Executives through interaction with their Executive Secretaries
- Support other Executives when required
- Administration and Filling
- Maintain and update files for the office
- Support collating and preparation of Exco, HC Board Committee and board documents
- Maintain Executive filling system.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes
- Assisted in the development of company policies and procedures, contributing to a more organized work environment
- Proactively identified areas requiring attention or improvement aligning priorities effectively in line with executive preferences
- Improved office efficiency by implementing new filing systems and document management processes
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time
- Filed paperwork and organized computer-based information
- Organized and coordinated conferences and monthly meetings
- Created and managed office systems to efficiently deal with documentation
- Screened calls and emails and responded accordingly to support executive correspondence
- Promoted team productivity by keeping supplies organized and well-stocked
- Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations
- Used QuickBooks to produce monthly invoices, reports, and other deliverables
- Supported business and hospitality needs of corporate partners and staff during meetings and company events
- Used advanced software to prepare documents, reports, and presentations
- Supported executives in decision-making processes by conducting research and presenting findings in clear formats
- Developed and maintained automated alert systems for important deadlines
- Conducted research and analyzed data to provide detailed reports on various business topics
- Applied effective time management techniques to meet tight deadlines
- Demonstrated strong organizational and time management skills while managing multiple projects
- Developed and maintained courteous and effective working relationships
- Demonstrated leadership skills in managing projects from concept to completion
- Identified issues, analyzed information and provided solutions to problems
- Developed strong organizational and communication skills through coursework and volunteer activities
- Completed paperwork, recognizing discrepancies and promptly addressing for resolution
- Organized and detail-oriented with a strong work ethic
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders
- Developed strong relationships with vendors leading to improved contract terms resulting in cost savings for the company
- Prepared and edited presentations on behalf of executives for both internal meetings and external conferences
- Updated spreadsheets and created presentations to support executives and boost team productivity
Legal Secretary
Industrial Development Corporation of South Africa
2012.08 - 2018.08
- Co-ordinate vetting and drafting of legal documents
- Preparing and distribution of legal all documents
- Minute taking of meetings including the follow up on actions
- Typing documents with required speed and accuracy
- To perform all tasks punctually and with accountability in particular to incorporating particulars of signed agreements on SAP and spreadsheet created
- Filing correspondence and keeping of records
- Provide effective, profession, timeous and efficient assistance to SBU heads and Account Managers
- SAP maintenance
- General administrative duties: Telephone etiquette
- Travel arrangements
- Provide professional assistance to legal advisors
- Computer Skills: MS Office, MS Project Management, SAP
- Assisting with training of new Legal Secretaries.
Secretary/Administrator
Industrial Development Corporation
2008.02 - 2012.07
- Perform general secretarial and administration duties.
- Taking minutes in strategic, departmental and Green building meetings
- Collating minutes of internal meetings as and when required
- Create, transcribe and distribute meeting agendas, minutes and work reports
- Making follow up on resolutions taken in meeting
- Managing Diaries, appointments and arranging of meetings (internal and external)
- Arranging of meetings, team building and strategy sessions
- General typing, including reports and good PowerPoint skills
- Running day to day office responsibilities
- General secretarial work including typing, reports, presentation slides, telephones, diaries, appointments and arranging meetings
- To build and maintain good relationships with all clients (internal and external)
- Presenting to department on all new systems and procedures
- To maintain report of expenses relating to telephone usage, stationary, newspapers and other miscellaneous expenses
- Managing department's commitment register (finances)
- Document Management System (DMS)
- Administrative duties including record keeping of accounts, communications, maintain hardcopy and electronic filing, etc
- To perform general administrative functions such as photocopying, faxing, mailing, maintaining office equipment, SAP entries, etc
- To provide professional, proactive, efficient and effective secretarial and administrative support to Divisional Head and Department
- Maintenance of stakeholder's database
- Travel bookings national and international
- Assisting Contracts Department with the following: The effective facilitation and administration of contract management process of the IDC supply agreements
- To ensure compliance with procurement policy
- To ensure effective relationship management (internal clients and external suppliers)
- To effectively support the maintenance, improvement and reporting of broad based BEE imperatives and initiatives
- To assist in negotiations of supply and service contracts to achieve savings and other commercial targets.
- To monitor supplier performance based on SLAs
- To monitor supplier development plans for supplier growth and improved service delivery
- To render general tender administration service: Evaluating BEE on procurement tenders
- Assist in tenders and screening process
- Assist in RFQ's
- Assist in Cost Evaluation process
- Arranging/attending of tender site briefing meetings
- Conduct on-boarding presentation for new staff members
- Have advance knowledge on SAP and on Material Management (MM).
Asset Auditor/Data Capturer
I - Chain
2007.03 - 2008.01
- Asset auditing and data capturing and analysis.
Call Center Administrator
ABSA Bank - Curator Building
2005.12 - 2006.05
- Call center management services.
Education
No Degree - Company Secretarial Qualification Level 8
Chartered Governance Institute of Southern Africa
Johannesburg 2001.04 -
Bachelor of Laws - Law Enforcement Administration
University of South Africa
Pretoria, South Africa 2001.04 -
Governance Practitioner - Governance And Company Secretarial
Chartered Governance Institute of Southern Africa
Johannesburg, South Africa 2001.04 -
Skills
Executive Support
undefinedCurrent Position Details
Fikile Michelle Mashika, Corporate Secretariat, Bachelor of Laws / Chartered Governance Institute of Southern Africa, Ad Hoc Assistance with Corporate Secretariat On-boarding; CIPC; Committees; Governance Advisory; Legislation of the Kind III and IV, Companies Act and PFMA and other relevant legislation and regulatory bodies. Ensuring compliance with statutory requirements and corporate governance best practice. Monitoring the activities of the IDC to ensure compliance with its own policies and procedures. Ensuring proper maintenance of the IDC's statutory records and registers as legislated. Providing interpretation of the relevant legislation to the Chairman and the Members of Committees., Associate Member of Chartered Institute of Business Management (ACIMBM), +27(0)71 623 7168, +27(0)11 269 3350, fm.mashika@gmail.com, 30 days, Performance Bonus, Medical Aid, Provident Fund, Group Life Insurance, Car Insurance, Staff Bursaries, Crèche and Gym Facilities, In accordance with position offered., Industrial Development Corporation of South Africa, Sandton Head Office
Tertiary Education Details
- (NQF Level 8) Bachelor of Laws Degree, 2023, University of South Africa
- (NQF Level 7) Governance Practitioner - Professional Advanced Certificate: Governance and Administration, 2020, Chartered Governance Institute of Southern Africa (CGISA)
- (NQF Level 8) Final Year Board Student (Company Secretary and Governance Professional), 2024, Chartered Governance Institute of Southern Africa (CGISA)
- Paralegal Practitioner, 2013, University of Cape Town
- Public Procurement and Supply Management, 2008, University of South Africa
Career History Details
- 4/1/22 - Current, Corporate Secretariat Administration, Industrial Development Corporation of South Africa, Assist the Corporate Secretariat Department in delivering its function on ensuring compliance in relation to issues of corporate governance, including responding to changes in the regulatory environment. Ensuring that all Committee meeting packs are prepared timeously and distributed accordingly. Attending meetings and taking well articulate and accurate minutes at meetings producing accurate minutes, resolutions, and related documents. Ensuring that resolutions from the meetings are accurately captured. Following up on actions and matters arising from meetings to ensure that they are completed on time. Ensure compliance with all applicable requirements of the PFMA, Company's Act, PIC Act, King IV and other applicable legislation and regulations. Promoting knowledge and providing relevant information relating to corporate governance to the organization. Providing advice and report on compliance matters. Assist in drafting and reviewing of Committee Terms of Reference and Board Charter on an annual basis. Assist in monitoring and providing guidance for compliance with DoA and the TORs within allocated Committees. Provides general support and maintenance of databases of information on Directors, subsidiary companies, signing powers, etc. Assist with administrative responsibilities within Secretariat and IDC's Subsidiaries. Maintain declarations of interest and manage conflicts of interest. Contributing to governance processes within Company Secretariat. Assist in liaising with the Committee Chairperson(s) and other Executive and Non-Executive Directors on a regular basis to ensure appropriate governance Committees. Management of Annual Work Plans for allocated Committees. Maintaining statutory records etc. Drafting and maintaining Committee Resolutions including the compilation of decisions for submission to the Committee Members. Key Competencies: Ensuring the filling and maintenance of the annual returns of subsidiaries on the CIPC system. Ensuring timely payments of IDC Bonds. Conducting Delinquent checks for the IDC community. Ability to conduct effective research and to prepare integrated reports. Participating in any of the corporate secretariat related initiatives or projects undertaken by the department. Ensuring IDC security register is up to date. To ensure that both manual and electronic filing system is up to date and easily accessible. Maintaining good stakeholder relations and clients. Knowledge in corporate governance issues, corporate law (in particular, the Companies Act). Practical Knowledge of SAP. Knowledge of the CIPC registration process., Knowledge of corporate secretariat services management. Ability to communicate clearly and efficiently and. Excellent business writing skills. Thorough understanding of and ability to maintain high standards of ethics. Professional communication skills. Writing skills and high attention to detail. Analytical and research skills coupled with business acumen. Be able to manage yourself in circumstances and periods associated with demanding levels of pressure. Great Commercial and Corporate experience with over 15 years of experience. Proactive risk management, knowledge obtained from being part of Risk Committees. Ability to be innovative and creative. Good planning and Organising skill. Pay attention to detail. Ability to take accountability and solution driven. Customer centricity. Ability to priorities and work under pressure. Time management skills. Excellent oral and written communication skills
- 9/1/18 - 4/1/22, Executive Assistant, Industrial Development Corporation of South Africa, Currently employed as an executive secretary, which limits my involvement in the substantial work relevant for my studies, and ultimately for my career growth.
- 8/1/12 - 8/31/18, Legal Secretary, Industrial Development Corporation of South Africa, Left to join Executive Management
- 2/1/08 - 7/31/12, Secretary/Administrator, Procurement and Support Services, Industrial Development Corporation of South Africa, To join the Legal environment which is in line with my career aspirations.
- 3/1/07 - 1/31/08, Asset Auditor/Data Capturer, I - Chain, Left to join the Industrial Development Corporation for career growth.
- 12/1/05 - 5/31/06, Call Center Administrator, ABSA Bank - Curator Building, Contract end.
Professional Courses Attended Details
- 2023, 1 day, Minute Writing Masterclass (Chartered Governance Institute of Southern Africa)
- 2022 - 2023, Ethics and Declaration of Interest Training (IDC)
- 2021, 3 days, Project Management Training: Executrain
- 2021, 2 days, Shareholder's Webinar - Chartered Governance Institute of Southern Africa
- 2021, 1 day, Modern Boards - The Corporate Governance Institute Europe
- 2019, 1 day, King IV: Industrial Development Corporation
- 2017, 2 days, General Agreements Course Corporate Counsel Association of South Africa (CCASA)
- 2016, 3 days, Development Funding: Stellenbosch Business School
- 2014, 3 days, Legal Secretary Forum: BizStrat
- 2013, 1 day, Companies Act Training: Industrial Development Corporation
- 2013, 1 day, Kings III: Industrial Development Corporation
Highest Qualification
Bachelor of Laws (NQF Level 8): University of South Africa
Governance Practitioner
Governance and Administration (NQF 7): Chartered Governance Institute of Southern Africa
Personal Information
- ID Number: 8610141080083
- Date of Birth: 10/14/86
- Gender: Female
- Nationality: South African
References
- Lucky Tetsa (Committee Chairman), 011 269 3000 / 083 628 8986, Industrial Development Corporation of South Africa
- Mapula Mapai, 011 269 3000 / 082 473 5886, Industrial Development Corporation of South Africa
Additional Information
Memberships:
Associate Member of Chartered Institute of Business Management (ACIMBM)
Directorships:
Tsohle Metals CC
All Things Lady (Pty) Ltd
Trustee: Bakersfield Complex
Timeline
Executive Assistant
Industrial Development Corporation of South Africa
2018.09 - 2022.04
Legal Secretary
Industrial Development Corporation of South Africa
2012.08 - 2018.08
Secretary/Administrator
Industrial Development Corporation
2008.02 - 2012.07
Asset Auditor/Data Capturer
I - Chain
2007.03 - 2008.01
Call Center Administrator
ABSA Bank - Curator Building
2005.12 - 2006.05
No Degree - Company Secretarial Qualification Level 8
Chartered Governance Institute of Southern Africa
2001.04 -
Bachelor of Laws - Law Enforcement Administration
University of South Africa
2001.04 -
Governance Practitioner - Governance And Company Secretarial
Chartered Governance Institute of Southern Africa
2001.04 -
Corporate Secretariat Administration
Industrial Development Corporation of South Africa
4 2022 - Current
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