Executive Secretary

SUMMARY:
Our client, a Global Corporate, seeks an experienced Executive Assistant who will be responsible for supporting all aspects of the Managing Director’s work by planning, organising and anticipating requirements well in advance to support the smooth running of the business and provide high-level administrative support to the Executives.

POSITION INFO:
Minimum Job Requirements:

• National Diploma in Office Management.
• Minimum 5 years as a Personal Assistant.
• Excellent administration and secretarial skills.
• Intermediate to advance in MS Office package.
• An understanding of the statutory responsibilities of running an organisation.

• Excellent verbal and written communication skills.
• Event management.
• Time management.
• Ability to work under pressure.
• Proactive and professional with ability to multi-task.
• Ability to work with minimal supervision balanced by an understanding of the need to keep line Manager informed of progress, workload and priorities.

• Manage the Managing Director and Executive Director’s diaries and schedule appointments (internal and external)
• Update and control relevant budgets.
• Prepare, reconcile and track individual expense recons and reimbursements.
• Complete necessary Gifts and Hospitality forms for entertainment.
• Schedule meetings and set up video conferencing/webinar/webex/chorus calls.
• Answer and screen telephone calls and handle telephonic requests and queries.
• Attend to customer complaints and follow-up with calls to the relevant department and customer.
• Receive visitors for the Managing Director and make all arrangements.
• Assist other Directors with work related requests.
• Maintain a database of all contact details.
• Make arrangements for meetings, including venue bookings, refreshments and prepare documents.
• Type the Managing Director’s correspondence including reports, letters, memo’s, agenda’s and minutes.
• Support the MD in the preparation of all documentation required.
• Compile personal itineraries for the Managing Director.
• Follow up on issues arising in documents, minutes, including acknowledgement of receipt.
• Maintain office supplies inventory by checking stock to determine inventory level.
• Liaise with Travel Co-ordinator on arranging travel, and accommodation for the Executive team.
• Maintain Admin Archiving System.