• Provide professional, proactive and efficient secretarial and administrative support to the Divisional Executive and the Industry Planning Unit.
• The Executive Secretary is responsible for organising and coordinating office oper...
POSITION INFO:
• Provide professional, proactive and efficient secretarial and administrative support to the Divisional Executive and the Industry Planning Unit.
• The Executive Secretary is responsible for organising and coordinating office operations and procedures to ensure organizational effectiveness, efficiency and smooth running of the Divisional Executive’s office and associated divisional operations.
Main duties and responsibilities
Financial /Shareholder Returns
• Process the Executive’s office expenditure and / or invoices.
Internal /Operational Processes
• Provide comprehensive secretarial and general administrative support to the Divisional Executive and the Industry Planning Unit, including support to the broader Industry Planning team
• Receive, direct and relay telephone messages and follow up with relevant team members to ensure actions are addressed
• Prepare and coordinate administrative documentation, including correspondence, reports, presentations, meeting packs and scheduling of appointments
• Coordinate and support departmental and Industry Planning Unit meetings, including team meetings and regular huddles
• Arrange and manage meetings, events, workshops and related logistical support
• Assist in minutes taking (where required) and ensure timely circulation of finalised documents
• Manage the Executive’s and Industry Planning Head’s diary
• Maintain the general filing system and file all correspondence, as well as maintaining electronic filing on Docupedia and the SharePoint
• Arrange travel, accommodation and logistics, including processing of claims and preparation of complex itineraries, for the Divisional Executive and Industry Planning team (as required)
• Facilitate maintenance of office equipment and requisition stationery
• Facilitate the onboarding of new staff members joining the team
• Maintain confidentiality in the execution of all duties
• Managing and maintaining the Executive engagement platform with staff
Customer focus stakeholder management
• Provide professional and responsive secretarial support to the Divisional Executive and Industry Planning Unit
• Support effective coordination and communication between the Divisional Executive, Industry Planning Unit, internal support functions and relevant stakeholders
• Provide an efficient customer service to both internal and external customers
• Communicates in a positive and effective manner with the Divisional team members, employees and other stakeholders
• Facilitate Divisional deliverables through interaction and coordination with Personal Assistants, Administrators and Executive Secretaries of other Executives
• Provide support to other Executives, where required, in line with divisional priorities
Learning, leadership people growth
• Manage own development to enhance own competencies
• Participate in knowledge sharing in the team
Qualifications
• Relevant Diploma
Knowledge experience
• The candidate must at least have a minimum of 5 years’ experience as a Secretary.
• Knowledge of accounting, data and administrative management practices and procedures, business and management principles.
• The following computer skills and knowledge of office software packages are essential:
• MS Word; PowerPoint; Excel; Outlook
• Knowledge of SAP will be an added advantage
Behavioural competencies
• Interpersonal skills
• Good ethics, integrity and high level of professionalism
• Confidentiality because of the nature of the work
• Communication skills (both written and verbal)
• Ability to multitask and thrive under work pressure
• Self-motivated and self-driven
Technical/functional competencies
• Administration and telephone skills
• Planning and organising skills
• Attention to detail
• Ability to liaise and engage with both internal and external clients
• Customer service skills
• Computer proficiency
• Minutes taking skills
• Follow through skills
IDC is committed to equality, employment equity and diversity. In accordance with the employment equity plan of the IDC and its employment equity goals and targets, preference may be given, but not limited to candidates from underrepresented designated groups
