Executive Secretary

About the position

JOB REQUIREMENTS
The ideal applicant will possess the following:-

• Matric or equivalent qualification
• Relevant certificate or diploma in Finance / Accounting / Secretarial will be an advantage
• Fluency in MS Office 2000 (including but not limited to Word, Excel and Power point)
• At least 7-8 years relevant secretarial / admin experience in a senior manager or executive's office
• Fluency in English

JOB OUTPUTS
The functions will include general secretarial and administration functions, to support the effective functioning of the offices of the Corporate Director, Personnel Services Executive, Technical Executive, and Labour Relations Executives.
The duties and functions will include but not be limited to:

• General control of office regarding cleanliness, admin duties and efficient functioning.
• Prepare agendas and attend to all meeting arrangements (contact and virtual meetings) including setting up dates and times for meetings, issuing of electronic invites and virtual meeting links and liaising with attendees on availability and attendance.
• Attend meetings and take, type and circulate minutes of meetings.
• Transcribing recordings of meetings.
• Preparing documents/files required by executives for meetings.
• General typing of reports, e-mails, letters etc.
• Maintain executive schedules/diaries and plan and schedule meetings, appointments, management/ booking of meeting rooms, setting up of meeting rooms/boardroom and auditorium for meetings.

Liaise with directors, executives, managers, employees, customers and suppliers and other stakeholders including industry associations- Assist on switchboard and reception (when necessary), and other secretarial and admin tasks.- Maintain various management control and statistical registers and managing deadlines for submissions.- Perform basic data analysis to extract trends.- Handle confidential company documents and information ensuring that it remains secure.- Maintain contact lists (internal and external).- Prepare payment requisitions and liaising with Accounts regarding payments of accounts.- Assist with Board resolution, minutes and distribution.- Monitor office supplies and control stationery / photocopier toner / paper and functioning.- Maintain electronic and paper records and comprehensive filing systems and archivesensuring that information is organised and easily accessible.- Conduct research and prepare presentations or reports as assigned.- Statistic related to management accounts and cost control.- Printing and compiling document packs for CCMA cases /lawyers /meetings.- Draft staff notices and letters and reports- Any other duties associated with a secretarial and administrative position

Desired Skills:

• Meeting Scheduling
• Diary management
• Travel Arrangements
• Minute taking