My client, a leading and well known company located in Saldanha on the West Coast requires a competent and experienced Executive Secretary to join their Admin Team.
This position is reporting to the Operations Director.
JOB PURPOSE:
To contribute to the overall efficiency of the daily operations of the Admin Building by providing a secretarial and supportive service to the Executive.
The Executive secretary will essentially be responsible for co ordinating the office management of the department and will effectively organize, update and manage the Operations Directors schedule by acting as the point of contact among executives, employees and other external partners.
REQUIREMENTS, SKILLS and COMPETENCIES:
Grade 12 preferably with a National Diploma in Management Assistant
At least 3-5 years’ work experience in a related role
Code 08 Drivers license
Good interpersonal, written and communication skills
Superior telephone etiquette
Strong computer literacy and good mastery of Microsoft applications
Logical thinking and very strong administrative skills
Good understanding of business processes and practises
Excellent understanding of high-level business protocols
Ability to work in a high-pressure environment
Attention to detail and high degree accuracy
Strong sense of urgency and ability to function independently in decision making and problem solving
SA Citizens only
Must reside in Saldanha, Langebaan, Vredenburg or be willing to relocate.
DUTIES AND RESPONSIBILITIES:
Managing diaries and monitoring of emails as well as screening of calls
Dealing with queries
Perform data capturing by uploading and receiving orders on NAV
Prepare and submit travelling and entertainment expense claims
Organise transport/accommodation and flights.
Act as liaison between travel agent and staff.
Circulate, update and process payment of monthly travel management fee.
Organise PPE and Security clearance for site visits and arrange refreshments
Type, format miscellaneous documents, letters, presentations, draft correspondence, and emails Maintain an efficient filing system
Schedule and organise meetings and adhoc functions, catering, organise venues and relevant paperwork for funds
Ensure that general workers attend to their duties as per daily schedule.
Responsible for weekly timesheets, weekly as well as on S-Qube
Order and process office stationery, appliances and consumables for Admin Office.
Monitor maintenance of Admin Office and 2 guesthouses
Purchase goods for guesthouses, reservations and budget control
Order new handsets, arrange repairs, organise loan phones and upgrades for qualified staff Prepare monthly airtime schedules per department
