Executive Secretary

2 weeks ago

Sandton, South Africa International Development Corporation (IDC) Full time

A permanent position exists within Strategy and Corporate Affairs Division for an Executive Secretary at the IDC Head Office, reporting to

Divisional Executive:
Strategy and Corporate Affairs.

JOB PURPOSE

  • To Provide professional, proactive and efficient secretarial and administrative support to the Divisional Executive.
  • 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

MAIN DUTIES AND RESPONSIBILITIES

Financial / Shareholder Returns

  • Process the Executive's office expenditure and / or invoices
  • Provide support on budget use and allocation

Internal / Operational Processes

  • Provide secretarial support and general administrative function to the DE and team members
  • Receive, direct and relay telephone messages and follow up with team members to ensure that it has been actioned
  • Provide general administration work including typing, reports, presentation slides, scheduling appointments and collating minutes
  • Arrange and manage divisional meetings or events and supporting logistics
  • Assist in minutes taking and delivery of finalised document
  • Manage the Executive's diary
  • Maintain the general filing system and file all correspondence, as well as maintaining electronic filing on Docupedia and the SharePoint
  • Making travel arrangements and processing claims for the Executive and team members (as required) and preparing complex travel itineraries
  • Facilitate maintenance of office equipment
  • Requisition of stationery
  • Facilitate the on boarding of new staff members joining the team
  • Maintain the confidentiality of the Office
  • Managing and maintaining the Executive engagement platform with staff
  • Provide administrative support to optimize workflow procedures in the office.
  • Provide support for business and department planning
  • Provide support for performance management processes within the division

Customer Focus & Stakeholder Management

  • Provide professional secretarial support
  • 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 Division deliverables by other Executives through interaction with their Personal Assistants
  • Support other Executives where required

Learning, Leadership & People Growth

  • Manage own development to enhance own competencies
  • Participate in knowledge sharing in the team
Job Requirements

QUALIFICATIONS

  • Matric
  • Diploma will be an added advantage

KNOWLEDGE AND EXPERIENCE

  • 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

TECHNICAL/FUNCTIONAL COMPETENCIES
Administration and telephone skills
Well-developed planning and organizing skills
Attention to detail and high level of accuracy
Ability to liaise and engage with both internal and external clients
Excellent Customer relationship skills
Ability to follow through with initiatives

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 multi task and thrive under work pressure

**Requirement: As our entity (IDC) Provides financing & funding, the need to ensure trust, honesty and integrity in all financial & non-financial activities must be above reproach.

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