Executive Secretary (Western Cape)

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 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:

 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