General Purpose
You will be at the heart of our top management team to the CEO and the CFO. You will provide administrative support and assistance to top management and support any other projects as and when required.
As Executive Secretary, you will manage the CEO and CFO’s diary including making appointments and booking their travelling arrangements. You will drive internal and external stakeholders on behalf of the CEO and the CFO in relation to meetings, appointments, bookings and ensure that top management’s office runs smoothly.
You will also be responsible for office management responsibilities to ensure smooth running of the office.
Responsibilities
- Supports the targets in relation to budgeted revenues and the control of expenses.
- Assure documents and reports have proper signatures and are distributed to the appropriate personnel.
- Attend meetings to record minutes. Compile and distribute minutes of meetings if necessary.
- Assure documents and reports have proper signatures and are distributed to the appropriate personnel.
- Prepare and edit correspondence, communications, presentations and other documents
- Prioritize and expediently handle requests for information or action from the Board of Directors, staff members, or customers.
- Assist in preparation of packages for CEO and CFO direct reports for pre-board agenda review meeting.
- Completes the CEO and CFO report, which requires input from all departments and is presented to the Board of Directors.
- File and retrieve documents and reference materials.
- Conduct research, collect and analyse data to prepare reports and documents.
- Manage and maintain CEO and CFO’s schedules, appointments and travel arrangements.
- Arrange and co-ordinate meetings and events.
- Record, transcribe and distribute minutes of meetings.
- Monitor, screen, respond to and distribute incoming communications.
- Answer and manage incoming calls.
- Receive and interact with incoming visitors.
- Liaise with internal staff at all levels.
- Interact with external clients.
- Co-ordinate project-based work.
- Review operating practices and implement improvements where necessary.
- All other ad hoc tasks and responsibilities as assigned by management
Office Management
- Design, drive and implement office procedures by engaging with various departments internally
- Escalate challenges in relation to employees who do not comply to office etiquettes
- Manage and maintain general office duties and engage with various staff members as and when required
- Maintain high standards in office presentation by ensuring that the office is neat and tidy
- Walk the floors as and when required to check if office protocols are followed and report back to management
- Report office issues to the relevant departments
- Recommend office standards as part of office improvement
- All other ad hoc tasks and responsibilities as assigned by management
Education
- Matric
- Diploma in Office Administration/Secretarial
- Bachelor’s degree an advantage
Experience
- Office Administration Management or related qualification
- At least 3 years’ experience providing support at a high level
- Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite
- Knowledge of standard office
Skills
- Computer Skills
- Office administration
- Organizational and planning skills
- Verbal and Written Communication skills
- Information gathering and monitoring skills
- Problem analysis and problem solving skills
- Judgement and decision-making ability
- Initiative
- Confidentiality
- Team member
- Attention to detail and accuracy
- Adaptability
Closing Date: 28 September 2021
Important: Correspondence will only be entered into with short listed applicants. Should you not hear from us within four weeks, please consider your application unsuccessful.