Executive Secretary - Somerset West

Our Client in Somerset West in the Manufacturing industry, has a permanent role available for an EXECUTIVE SECRETARY in the OFFICE of the CEO, reporting to the CHIEF EXECUTIVE OFFICER.

Only EE/AA applicants

PURPOSE OF THE JOB: The Executive Secretary is responsible to provide support relating to administrative duties, stakeholder relations, reporting and housekeeping in the respective area.

KEY PERFORMANCE AREAS:

Administration

• Support the CEO’s office in all administrative and organisational matters
• Coordination of information flow on national and international management
• Organise and schedule appointments and meetings
• Arrange travel, accommodation and vehicles bookings
• Arranges complex and detailed travel plans and schedules
• Preparation of meeting venue and minutes taking
• Draft and formulate correspondence and execute
• Monitor and follow up on outstanding matters
• Monitor and follow up of project related support
• Daily diary management
• Follow up on outstanding payments, orders and requisitions
• Printing of data and information
• Directing courier services to relevant area within the various client sites
• Capturing of data and information
• Generate and /or compile reports on a daily, weekly and monthly basis
• Preparation, compiling and binding of variety of documents as specified for input or circulation i.e. meeting materials, communication, presentations
• Sorting, indexing and filing of data and information
• Manage proper record keeping of valuable and / or frequently required information
• Coordinate the office cleaning activities and staff
• Safely keep official and organisations' records

Establishing and maintaining relationships

• Extensive experience in interacting with Top Management
• Experience in Stakeholder Relationship Management
• Developing and maintaining constructive and cooperative working relationships and networks with internal and external stakeholders
• Ability to network with Executive Secretaries of other organisations
• Ability to network with Political Structures and their respective offices in South Africa
• Communicate with people outside the organisation and represent the organisation to customers, the public, government and other external sources using various communication methods
• Receive and direct messages and other communication for relevant stakeholders’ attention and execution
• Facilitate and manage meetings for the Managing Directors
• Trusted person and liaison member of the team
• Accessible beyond office hours

Post requirements:

• Grade 12
• IMPORTANT: Minimum - Diploma in Secretarial / Office Management or equivalent qualification
• English proficiency – verbal and written
• At least 5 years’ experience in a similar role
• Relevant computer skills (MS Office and SAP)
• Report writing skills
• Problem solving skills
• Numeracy and literacy skills to understand and apply written technical procedures used in the organisation
• Administrative skills
• Excellent communication skills