Job Description

Requirements:

• Matric
• Secretarial and/or Office Administration Management Diploma
• At least 2 4 Years in a similar capacity, supporting more than one Executives
• Travel arrangement experience is required
• Must have own reliable vehicle
• Extensive experience creating documents and spreadsheets, using MS office 365
• Trustworthy with impeccable moral standards
• Excellent attention to detail
• Excellent verbal and written communication skills
• Able to cope well under pressure and extremely organised
• Display the required level of confidentiality, discretion and professionalism when dealing with sensitive information
• Excellent interpersonal skills and can interact with a variety of internal and external stakeholders across all levels in the organisation
• Highly organised and ability to multitask
• Strong attention to detail
• Willingness to work long and irregular hours
• Demonstrate agility and flexibility in response to changing priorities and needs
• Resourceful in ever-changing situations

Duties and responsibilities:

• Acting as first point of contact by dealing with correspondence and phone calls on the Executives behalf
• Front-line reception duties
• Share responsibility of all company domestic and international travel arrangements
• Providing adhoc administrative support to Senior Managers, guests and PA.
• Managing and coordinating electronic diaries to ensure maximisation of the Executive(s) time
• Organising meetings and appointments, controlling access to the Executive(s)
• Maintaining office supply inventory and any other supplies as required
• Preparing, completing and submitting expense claims and expensive reports on behalf of the executive
• Recording, producing and distributing minutes of meetings and following up on outstanding items
• Preparing meeting agenda
• Reminding the Executive(s) of important tasks and deadlines
• Implementing and maintaining procedures and/or administrative systems
• Coordinating and arranging travel for the Executive(s)
• Developing relationships with internal administrative staff to facilitate meeting planning and scheduling
• Coordinating with Executives direct reports to gather and distribute information
• Assisting with refreshments, catering arrangements, parking requests, and managing boardroom bookings
• Research, prioritise and follow up on incoming issues
• Managing internal and external correspondence on behalf of top and/or senior management
• Scheduling appointments, maintaining an events calendar, and sending reminders
• Drafting, copying, formatting, scanning, faxing documents and minute taking
• Adhoc document support (following up on documents)

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