Executive Secretary

As Executive Assistant to the Chief Information Officer (CIO), you will be responsible for the effective and efficient day-to-day management and organisation of the CIO's activities and business.

This will include acting as the main point of contact for the CIO, complex diary management, organising and supporting high-level senior meetings; prepare reports and presentations.

The purpose of the role is to deliver effective comprehensive secretarial and administrative support to the Executive and Business Change and Technology (BCT) Team.

• Management of complex diaries and coordination of meetings for relevant team members and oversee organisation on different time zones.
• Draft agenda and minutes of meetings.
• Receive and screen incoming calls and visitors, determine which are priority matters, and alerts the executive accordingly. Makes referrals to appropriate staff or provides requested information.
• Arrange local and international travel bookings and reservations, ensuring that all bookings are communicated effectively and within Sasria travel policy.
• Acts as liaison between the executive and subordinates by transmitting directives, instructions and assignments and following up on the status of assignments.
• Deal with queries/complaints where necessary.
• Prepare presentations for Exco and Managers Review, proofread, and edit documents prepared for the administrator's or executive's signature.
• Compile and safeguard records for BCT.
• Deal with Board Secretaries within Sasria and external organisation.

• Prepare and type documents (for internal or external use) in accordance with the established Sasria standards and branding guidelines.
• Organise and attend to photocopying, printing, binding and deliveries of documents by messengers and couriers.
• Ensure that divisional information is kept up to date on the Intranet.
• Assist with other ad hoc duties as and when required.
• Manage stationery orders.
• Coordinates trainings and seminars run by BCT.
• Ensure proper Efilling of general divisional documents as well as performance management documents.
• Collate reports submitted to Executives by Managers.
• Compile reports as per required format monthly/weekly.
• Coordinate transport for functions.
• Submit reports for authorisation on or before report deadlines.
• Virtual collaboration to help stay in touch while working remotely.
• Techcapable competencies to navigate remote working tools.
• Ability to selfdirect and stay focused while working independently.
• Dependable and trustworthy to get the job done, unsupervised.

• Assist in events management in the division.

• Matric coupled with an appropriate qualification
• B degree or equivalent
• 34 years' working experience

• Proven track record in secretarial and administrative environments
• General knowledge of procedures
• Ability to follow, apply, interpret, and explain instructions and/or guidelines
• Knowledge of employee policies and procedures
• Knowledge of filling plan methods

• Customer service
• Interpersonal skills
• Minute taking
• MS Office
• Telephone etiquette
• Time Management
• Administration

• Ability to handle confidential matters with tact and professionalism
• Drive for results
• Attention to detail
• Team working
• Customer Centric
• Upholding standards
• Managing work
• Managing risk
• Emotional resilience
• Handling conflict
• Continuous learning
• Managing information

• The role will be in Illovo, Johannesburg.