Job Description

Executive Secretary - CONTRACT position

Minimum Requirements:

• Matric [Grade 12]
• Secretarial or Office Administration Diploma.
• 5+ years of secretarial-related working experience is essential.
• Advanced Computer literacy: Microsoft Word, Excel, PowerPoint, and Outlook, and advanced
• PowerPoint presentation certificate and experience.

Responsibilities:

• Office Activity Scheduling and Planning:
• Maintain the Director calendar; schedule executive and broader management and stakeholder meetings; and establish critical event priorities for planning purposes.
• Interact internally (executive management and the broader functional management team) and externally (business, vendors, government representatives, and regulators) to confirm arrangements and programs.
• Coordinate the booking of venues for meetings.
• Coordinate the décor and layout, food service, invitations, functions, and meetings.
• Brief the Director on the status of events concerning the confirmation of the guest lists, agendas, schedules of events, speeches, etc.
• Ensure universal standards of professionalism and confidentiality are maintained at all times and that decisions and actions taken on behalf of the Director are executed according to company policy.
• Executive Support to the Director:
• Prepare correspondence on the Directors' behalf.
• Commission work on the Directors' behalf.
• Manage the Directors' electronic diary.
• Prepare supporting reports.
• Make conference bookings.
• Administer vehicle logs, travel, cell phone, and medical claims and ensure submission to the appropriate section for payment, when necessary.
• Organise travel and prepare complex travel itineraries for the Director.
• Teamwork and Self-Management:
• Take ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning prioritizing, and self-development.
• Follow through to ensure that quality and productivity standards of work are consistently and accurately maintained.
• Inform relevant parties in the event of tasks or deadlines not being met, the potential risks thereof, and provide appropriate resolution.
• Support and drive the business core values.
• Manage colleagues and clients' expectations and communicate appropriately.
• Demonstrate willingness to help others and go the extra mile to meet team targets and objectives.