Executive Secretary

SUMMARY:
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POSITION INFO:

Our client, a leader in the automotive manufacturing industry is seeking a highly efficient Executive Secretary to join their team based in Durban.

MINIMUM REQUIREMENTS 

• Minimum NQF 5 qualification in Office Administration
• Minimum 5 years experience as an Executive Secretary
• Demonstrate ability to operate and interact at all levels
• Advanced MS Office computer literacy, especially Word, Excel and PowerPoint (Essential)
• Experience in the use of SAP Concur (Essential)
• Must maintain ethical standards and confidentiality
• Must be able to demonstrate exceptional presentation skills
• Must be able to operate under pressure, resolve problems and utilise own initiative
• Must be able to demonstrate the ability to work independently and within a team

MAIN JOB FUNCTIONS 

• Strategically manage the demanding schedules of the Senior Executive Team within CSG, including the coordination of board meetings, high-level appointments, and conferences.
• Prepare, compile, and distribute executive-level reports and critical documentation with a high degree of accuracy and confidentiality.
• Serve as the primary liaison between the executive office and internal/external stakeholders, consistently upholding a standard of excellence in communication and professional conduct.
• Ensure the executive office operates at peak efficiency through seamless oversight of daily administrative functions and task prioritization.
• Manage incoming and outgoing correspondence, ensuring timely distribution and effective follow-up.
• Answer and direct calls with discretion and professionalism, ensuring inquiries are addressed or delegated appropriately.
• Conduct research and data gathering to support the preparation of executive presentations, reports, and strategic materials.
• Draft meeting agendas, record precise minutes, and manage post-meeting communications and follow-up actions.
• Organize and maintain a meticulous filing system—both electronic and physical—for secure and swift access to information and records.
• Welcome visitors and screen incoming calls with a polished and courteous demeanor.
• Track departmental expenses and support budget planning and analysis activities.
• Review reports, submissions, and memos, assess their priority, and route them accordingly.
• Assist the executive team with general office administration and special project coordination.
• Manage intricate travel arrangements, including international itineraries, accommodations, and logistics.