Secretary (Personal Assistant)

SUMMARY:
-

POSITION INFO:

Overview:

A vacancy exists for a Secretary to Management in a business nut, based at Head office in Rosebank, and reports to the Regional Financial Manager. The successful candidate will have excellent written communication and administration skills, and provide the full administration and support function to the team.

Minimum Requirements:

• Grade 12
• A NQF 6 in a relevant business qualification (advantageous)
• 5+ years’ experience as a Secretary or Personal Assistant
• Strong computer literacy and competence in full Microsoft Office Suite
• Experience in financial administration
• Ability to use SAP (advantageous)
• Excellent command of the English language
• Confidentiality and discretion
• Driver’s licence and the ability to travel

Responsibilities:

• Provide high-level administrative and operational support to ensure efficient functioning and streamlined coordination within the team / unit
• Manage travel bookings and travel arrangements for the team, including flights, accommodation and transport, and obtaining approval for travel requests.
• Assist with preparing documents and presentations.
• Completion of credit card recons and expense claims for the team.
• Capture, extract, collate and compile data and reports on a daily, weekly and monthly basis.
• Managing and maintaining filing and archiving system.
• Attend meetings and in-service training as scheduled.
• Take minutes of management meetings and other, as required.
• Assist with coordinating and arranging training and workshops.
• Manage management diaries as required.
• Assist Managers with HR admin tasks i.e. completing HR documentation for approval, arranging interviews etc
• Assist with the execution of policies and procedures relating to Occupational Health and Safety, Infection Prevention and Quality Management.
• Participate in internal audits and contribute meaningfully to audit compliance.
• Monthly reporting for finance and other functions.
• Compile and maintain spreadsheets as required.
• Carry out all reasonable and lawful requests.
• Opening new supplier accounts as required.
• Meet deadlines / targets.
• Ensure the smooth processing of invoices for payment under supervision of relevant manager.