Executive Secretary

SUMMARY:
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POSITION INFO:

Purpose of the Job:

• To contribute to the efficiency of the business by providing personalized and timely support to the CEO and Executive members

 

Qualification:

• Matric/ Grade 12
• PA diploma or certification

 

Duties & Responsibilities:

• Managing the CEO’s diary and all related meeting logistics via MS Teams and in person
• Arranging all local business travel for all employees, including consultants and auditors if required
• Arranging international business travel for all employees including visa requirements and foreign exchange
• Co-ordinating pool cars requirements for travellers and hiring cars where necessary
• Editing and writing articles for the company’s in-house quarterly magazine, and the weekly newsletter
• Preparation of monthly expense and mileage claims for East London Directors and quarterly expenses to the company head office for CEO
• Handling meeting room bookings and taking minutes at Director’s meetings on occasion
• Planning plant tours for visitors and suppliers, including catering and logistics
• Compiling and creating presentations for internal and customer meetings using MS PowerPoint
• Liaising with Finance Department in connection with travel and accommodation purchases
• Ordering foreign exchange as well as medical insurance through Discovery for international travellers
• Preparation of monthly travel savings reports for Purchasing and monthly sustainability reports for the head office, and the company’s holding company
• Faxing, photocopying, filing, archiving and general administration as required
• Collating correspondence (internal and external) for Directors to deal with when convenient
• Distribution of incoming and outgoing mail
• Administering various work-related WhatsApp groups
• Ad hoc duties for the HR Director and other Executives
• Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material

 

Key Skills and Competencies:

• Proven experience as an Executive Assistant or other relevant administrative support experience
• In-depth understanding of entire MS Office suite
• Ability to organize a daily workload by priorities
• Must be able to meet deadlines in a fast-paced quickly changing environment
• A proactive approach to problem-solving with strong decision-making skills
• Excellent written and verbal communication skills
• Time-management skills
• Ability to pay attention to detail
• Organization skills
• Ability to multitask

 

NB! This job is now closed. You can apply for other jobs by uploading your CV.

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