To work directly with and provide high quality executive personal assistance and administrative support to the Group Executive: Agriculture. To efficiently run and organize his office and his executive team on a day to day basis, in keeping with the corporate image. To professionally liaise with internal and external stakeholders at all levels
Qualifications
Matric
Office Administration / Secretarial Diploma essential or similar
Experience
Minimum of eight yearsxe2x80x99 similar experience at Executive, Director or similar level
Knowledge of all facets of local and international travel arrangements
Proven strong organisational skills with the ability to use initiative to plan, prioritise and manage a heavy workload effectively and respond flexibly to rapidly changing and conflicting priorities
Experience in dealing with highly confidential information with tact and sensitivity
Excellent IT skills including intermediate/advanced knowledge of MS Office, including Word, Excel and PowerPoint, Outlook and Intranet/Internet systems and the ability to type at least fifty words per minute
Duties
Provide the Group Executive: with professional and well organized administrative, secretarial and office management support
Present a professional image in dealings with both internal and external contacts, always acting in a professional manner
Manage constantly changing diaries effectively and efficiently using own initiative
Organise and schedule meetings/conferences and the required rooms, equipment, and hospitality
Ensure all relevant paperwork is available for meetings/conferences ahead of time
Coordinate business travel and accommodation arrangements as required locally and abroad
Filter all calls and visitors, manage unnecessary interruptions as well as judge the relative priority of calls and visitors
Respond to telephone, letter, and email queries, resolving where possible or redirecting where necessary, ensuring callers and correspondents are given a positive image of the company
Manage office correspondence and to exercise initiative in responding to day-to-day mail and administration independently (including print/file emails and sending responses as drafted by the Directors)
Develop and maintain office and administrative systems (including electronic filing system)
Undertake general admin duties including recording the Group Executive: Agriculture Operations expenses, monitoring leave requests from his direct reports as well as maintaining contacts databases and telephone lists
Organize and manage off-site meetings for the senior management team of Agriculture Operations as required
Contribute to ad hoc projects and activities where necessary.
Attend to walk in internal and external queries
Contribute to ad hoc projects and activities as appropriate
Perform other duties as required
Job Competencies
Exceptional written and oral communication skills Ability to work under pressure and to tight deadlines Excellent interpersonal skills Ability to work on own initiative Honesty and reliability Attention to detail Ability and experience of dealing with highly confidential information with tact and sensitivity High level of professionalism Ability to draft own correspondence Discretion and an understanding of confidentiality issues.
General
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