Company Secretary

SUMMARY:
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POSITION INFO:

About The Role:

The primary purpose of this role is to perform general secretarial tasks as well as personal and administrative assistance to Senior Management to minimize the workload on them. The secondary purpose is to project a professional and courteous impression to our client, our consultants, and any other guests.

Responsibilities:

• Organize and coordinate meetings and conferences.
• Prepare and manage correspondence, reports and documents.
• Implement and maintain office systems.
• Handle incoming mail and other material.
• Collate information.
• Maintain databases.
• Set up and maintain filling systems.
• Take, type and distribute agenda's and minutes of meetings.
• Daily updating and listing of tasks on priority list.
• Arrange and confirm appointments.
• Communicate verbally and in writing to answer on inquiries and provide information.
• Coordinate the flow of information both internally and externally.
• Screening of telephone calls.
• Helping with private tasks to relieve workload.
• Answering of switchboard, screening of calls as well as routing of calls.
• Portraying and maintaining of a professional reception area.
• Liaison with internal and external clients.
• Processing and generating responses to standard correspondence in accordance with the manager's guidelines, to minimize their administrative burden.
• Assistance with PowerPoint presentations.
• Updating director's year planning sheets.
• Preparing accurate reconciliations and Bill of work sheets.
• Responsible for upkeep and order, maintenance and security of all office equipment.
• Distributing correspondence to all relevant parties when necessary , either via email or hard copy.

Minimum Requirements and Qualifications:

• N6 (Secretarial) or Matric with a minimum of 3 years relevant experience
• Knowledge and experience in Microsoft Word, Excel, PowerPoint & Outlook
• Company Secretarial or PA experience will be beneficial
• Driver license with own transport
• Time management: This role is critical; it would be necessary to work long hours on weekdays and sometimes on weekends as well as public holidays which shows flexibility and commitment
• Proficient in verbal and written communication
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