Secretary - Retail Industry JHB

SUMMARY:
A National Retail Concern is looking for an experienced Secretary for their offices in Boksburg.

POSITION INFO:

Key Objectives

·         Administrative support to team and company initiatives as required

·         Play a role in assessing/testing and implementation any new firm-wide systems, processes, projects or protocols.

·         Assist to ensure all team members complete monthly staff report, with signature.

·         Ensure company practices and protocols are followed (e.g. use of letterhead, filing processes, leave reporting, expense claims, etc).

·         Development of processes/checklists to improve general administrative support to the team

·         Management of general team administration

·         Assist with digital document/file management systems and processes.

·         Diary management 

·         Internal/external meetings scheduled

·         Booking rooms, parking & catering, manage group email list

·         Manage office supply inventory and ordering

·         Travel arrangements & itineraries

·         Logistics

·         Car hire

·         Manage relationship with travel agent

·         Expense claims

·         Travel costs billed to Boards/committees

·         Telephone management

·         Coordination of meetings

·         Coordination of meetings as requested

·         Preparation, approval, distribution, and filing of Minutes

·         Mail/correspondence managed

·         Mail/faxes sorted and distributed

·         Correspondence

·         Event management (e.g. client meetings, client presentations)

·         Arrangements for parking & access

·         Catering

·         Preparation of reports (as requested)

·         Filing system managed

·         Electronic & physical system established and maintained

·         Typing (e.g. minutes of meetings, proposals)

·         Ad-hoc research

·        Maintain team organogram/reporting lines/and staff info file

·         Assist in preparation of review process of team

·         Assist in coordinating meetings, functions, events

·        Presentations/Conference Speaking: Assist with presentation vetting/planning and scheduling, keep list of presentations, coordinate bio/photo submission and logistics

·         Assist with document management/digital filing/archiving

·         Assist with expense claims and leave reports

·         Maintain CV/bio, ID documents (for release), Board information/files

·       
Requirements

TECHNICAL COMPETENCIES & KNOWLEDGE:

·         A post matric qualification required

·         Experience in a similar role with in the Retail industry

·         Experience in managing administration processes for a team

·         Experience in developing new processes and procedures

·         Experience with file/document management

·         MS Office package – must be competent to an advanced level in Excel, Word, PowerPoint, Outlook (amongst other tools)

Competencies

·         Excellent planning & organisation skills (which includes the ability to effectively multi-task and prioritise workload)

·         Strong detail orientation and task-management competence

·         Strong communications skills (verbal, written), both listening and communicating

·         Strong work ethic

·         Effective time management skills

·         Ability to work under pressure and to tight deadlines

·         Strong problem-solving skills

·         Ability to confidently engage at all levels and amongst a diverse group of people

·         Service orientation

·         Ability to build and maintain strong relationships

·         Analytical thinking

·         Attention to detail

·         Inter-personal skills

·         Decision-making and judgement

·         Displaying drive, purpose and initiative

·         Collaboration and teamwork

·         Assertiveness and ability to clearly express preferences/concerns/directions

·         Networking skills

·         Strong sense of “value for money” in making acquisitions (e.g. travel, catering, services).

·         Excellent communication skills (including writing skills)

·         Highly ethical, strong sense of fairness, integrity and transparency

·         Learning agility (curiosity and willingness to learn)

·         Adaptability

·         Negotiation skills

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·         Research skills

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