SUMMARY:
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POSITION INFO:
EXECUTIVE SECRETARY IN THE OFFICE OF THE CEO / EAST LONDON
PURPOSE OF THE JOB The successful candidate will be responsible for providing dedicated executive secretarial and administrative support to the CEO. Ability to and willingness to work long hours and over weekends where necessary
Key Qualifications and Requirements
Matric
Tertiary qualification in relevant field (e.g., Office Administration or Similar)
At least 3 years work experience as an Executive Assistant and/or Personal Assistant, or similar role
Valid Driver’s License
Computer literate with proficiency in MS Office suite – Word, Excel, PowerPoint and Outlook
The ability to perform tasks with a high level of accuracy (e.g., proofreading & editing)
Excellent reporting skills
Strong project management skills
Strong administration skills
Strong attention to detail
Strong written and oral communication skills
Knowledge & Skills
Strong administration and secretarial skills
Knowledge and understanding of project management principles
Appreciation for deadlines, discrete and able to uphold absolute confidentiality
Strategic thinker and Leadership ability
Effective verbal, written and visual communications skills
Highly organized individual who can work under pressure
Ability to and willingness to work long hours and over weekends where necessary
Good judgement and decision-making abilities
Emotionally intelligent, resilient, and good interpersonal skills
Ability to influence and collaborate with others
Conscientious, Self-motivated & high work ethic
Honesty, Integrity & Confidentiality
A Team player and deadline driven
Sense of Urgency – act promptly, decisively and without delay
Initiates Action – proactively addresses problems, looks for ways to avert crises, anticipates and grasps opportunities add value
Deliver Results – takes responsibility for achieving objectives, ensures completion and follow through
Key Deliverables
1). Diary Management and Meeting Coordination • Manages the diary of the CEO (with guidance from the CEO) by diarizing and scheduling meetings promptly and correctly. • Prepares required documentation and logistics for scheduled meetings accurately and timeously which includes but is not limited to drafting meeting agendas, booking meeting venues, arranging refreshments, records and distributes meeting minutes. • Meets and greets CEO’s visitors on arrival in a professional and pleasant manner. • Follows up on action items from meetings to ensure completion within stipulated deadlines.
2). Logistics arrangement • Coordinates local and international travel arrangements for the CEO and CEO guests • Prepare travel itinerary for CEO and CEO guests • Submit approved traveling claims on behalf of CEO • Coordinates CEO’s events, VIP guests, table requirements and hosting of guests in suites
3). Secretarial Support • Draft business letters, memorandums and general correspondence • Quality checks all typed documents for accuracy, correctness, and validity before forwarding to CEO. • Proof-read documents from the CEO’s office before distributing • Screens telephone calls and unscheduled visitors to prevent unnecessary interruptions. • Correctly records and relay’s messages promptly to the CEO • Assist CEO with presentations and reports by sourcing content • Addresses queries from various stakeholders on outstanding matters as instructed by the CEO • Ensure that CEO office maintains a professional image. • Provide adhoc administrative assistance as and when required.
4). Governance • Assist in scheduling and preparing CEO reports and meetings packs for Manco meetings and special General Meetings. • Lead the governance function which includes updating Annual Declarations of Interest register, board and committee evaluations, maintain members register
5). Office Support • Maintains an effective filing system • Develops a database of contacts and updates regularly to ensure current information • Develops good working relations with relevant personnel • Ensures that classified and confidential documents are kept safe • Provides support to the CEO by ensuring that the CEO meets his objectives.
6). Budget Administration • Prepares specifications, requests to quote, request to purchase and submit to finance for actioning • Obtains costing information for events to assist CEO in budgeting and forecasting
7). Project Management and Ad Hoc • Perform such additional instructions as may be instructed by the CEO from time to time
Salary: Market related depending on experience
Application Process: Online applications will receive preference, ensure you upload a head
and shoulder photo, alternatively e-mail with copy of
qualifications, matric, driver’s license and recent head and shoulder photo. Use “EXECUTIVE SECRETARY” as a reference. Please deem your application as unsuccessful if you
receive no feedback after 4 weeks
NB! This job is now closed. You can apply for other jobs by uploading your CV.
