Job Description

Job Position: Executive Secretary Ref: 4586 Location: Gqeberha / Kariega Salary: Commensurate with qualification and experience Qualifications / Requirements:

• National Diploma Administrative Management or equivalent
• Minimum 7 years Secretarial experience, with 4 to 5 years at an Executive secretarial level

ESSENTIAL:

• High level proficiency in English
• Must be proficient with Microsoft Office (Outlook, Word, Excel and Power Point)
• Be able communicate effectively at all levels and have good human interpersonal skills
• Demonstrated proactive approaches to problem-solving with strong decision making capability
• Must be professional, diplomatic and assertive
• Ability to maintain confidential and sensitive information
• Keen attention to detail and accuracy

Key Performance Areas:

• Manage operations pertaining to running of the Managing Directorxe2x80x99s office in order to provide an effective and professional administrative service
• Managing, screening and prioritizing all correspondence to the MD and action or re-direct to applicable departments as appropriate
• Reviewing and printing all reports loaded for meetings as well as daily to establish which articles are relevant and applicable to South Africa and highlight to the Managing Director
• Managing an effective follow-up system to ensure that all deadlines are met
• Coordinate the Managing Directorxe2x80x99s diary by liaising with MDxe2x80x99s direct reports, secretaries locally and within the company to setup required virtual or face to face meetings, or overseas trips to ensure an efficient operation of all activities
• Arrange local and overseas travel bookings, flights, accommodation, transport and relevant documentation including passports, visas etc
• Process the Managing Directorsxe2x80x99s expense claims, corporate card statements, petty cash etc. to adhere to administration procedures related to these
• Ensure that security is informed of relevant activities that involve the Managing Director, for their information and action
• Compile monthly report on the absence of direct reports from the Plant for MDxe2x80x99s information
• Assist the Company Secretary with the scheduling of Board and Committee meetings and provide the requisite administrative support, including attendance at meetings and minute-taking
• Ensure that filing systems and records within the Secretariat Office are well managed and archived appropriately
• Schedule board induction workshops for new board members
• Maintain Board and Board Committee calendars, seeking and monitoring Directorxe2x80x99s availability for additional meetings
• Maintain accurate documentation of corporate governance activities and processes, including updating and maintaining the statutory books for subsidiary companies

Job Type: Full-time Education:

• Diploma (Preferred)

Experience:

• ND Administrative Management or equivalent: 3 years (Preferred)
• Secretarial: 7 years (Preferred)
• High level proficiency in English: 5 years (Preferred)
• professional, diplomatic and assertive: 5 years (Preferred)
• maintain confidential and sensitive information: 5 years (Preferred)
• Keen attention to detail and accuracy: 5 years (Preferred)
• communicate effectively at all levels: 5 years (Preferred)