Executive Secretary/Personal Assistant - Saldanha (West Coast) EE/AA

 

Recruiter:

Paqueta Personnel

Job Ref:

Exec Secretary

Date posted:

Tuesday, May 17, 2022

Location:

saldanha, Western Cape, South Africa

Salary:

Market Related


SUMMARY:
Calling all Secretaries on the West Coast!

JOB DESCRIPTION:

My client, a leading and well known company located in Saldanha on the West Coast requires a competent and experienced Executive Secretary to join their Admin Team.

This position is reporting to the Operations Director.

JOB PURPOSE:

To contribute to the overall efficiency of the daily operations of the Admin Building by providing a secretarial and supportive service to the Executive.

The Executive secretary will essentially be responsible for co ordinating the office management of the department and will effectively organize, update and manage the Operations Directors schedule by acting as the point of contact among executives, employees and other external partners.

REQUIREMENTS, SKILLS and COMPETENCIES:

Grade 12 preferably with a National Diploma in Management Assistant

At least 3-5 years’ work experience in a related role

Code 08 Drivers license

Good interpersonal, written and communication skills

Superior telephone etiquette

Strong computer literacy and good mastery of Microsoft applications

Logical thinking and very strong administrative skills

Good understanding of business processes and practises

Excellent understanding of high-level business protocols

Ability to work in a high-pressure environment

Attention to detail and high degree accuracy

Strong sense of urgency and ability to function independently in decision making and problem solving

SA Citizens only

Must reside in Saldanha, Langebaan, Vredenburg or be willing to relocate.

DUTIES AND RESPONSIBILITIES:

Managing diaries and monitoring of emails as well as screening of calls

Dealing with queries

Perform data capturing by uploading and receiving orders on NAV

Prepare and submit travelling and entertainment expense claims

Organise transport/accommodation and flights.

Act as liaison between travel agent and staff.

Circulate, update and process payment of monthly travel management fee.

Organise PPE and Security clearance for site visits and arrange refreshments

Type, format miscellaneous documents, letters, presentations, draft correspondence, and emails  Maintain an efficient filing system

Schedule and organise meetings and adhoc functions, catering, organise venues and relevant paperwork for funds

Ensure that general workers attend to their duties as per daily schedule.

Responsible for weekly timesheets, weekly as well as on S-Qube

Order and process office stationery, appliances and consumables for Admin Office.

Monitor maintenance of Admin Office and 2 guesthouses

Purchase goods for guesthouses, reservations and budget control

Order new handsets, arrange repairs, organise loan phones and upgrades for qualified staff  Prepare monthly airtime schedules per department

 

 

NB! This job is now closed. You can apply for other jobs by uploading your CV.



 

 

 

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