SUMMARY: Client in the Heavy Engineering Industry requires the services of an Executive Secretary at their offices in the Western Cape as soon as possible
JOB DESCRIPTION:
URPOSE 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 RDM 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 organisation’s recordsEstablishing 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:
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
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