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Senior Executive Secretary

4 months ago

Linbro Park, South Africa You Choose Recruit Full time

**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 Managing Director, Financial Director, and Executive Stakeholder Relations & Business Development.

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.
- 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 such as SABOA, COBEO, SARPBAC, BIRF.
- Arranging refreshments or lunch for meeting attendees.
- Receive and screen phone calls and dealing with queries and complaints.
- Receive visitors and accompanying them to meeting venues and provide general support to visitors.
- Assist on switchboard and reception (when necessary).
- 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.
- Receipt, record-keeping, and control of Financial Authorities.
- 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 archives ensuring that information is organised and easily accessible.
- Conduct research and prepare presentations or reports as assigned.
- Statistic related to management accounts and cost control.
- Draft staff notices and letters and reports.
- Any other duties associated with a secretarial and administrative position.

**COMPETENCIES, KNOWLEDGE, SKILLS and ATTRIBUTES**
- Knowledge of office administration and secretarial functions
- Knowledge of the bus passenger industry an added advantage
- General knowledge of the company’s policies and procedures
- Fluency in MS Office

(including but not limited to Word, Excel, PowerPoint and outlook)
- Ability to use E-mail & internet
- Fast & Accurate typing skills in word and excel
- English proficiency and strong spelling/grammar skills
- Good communication and interpersonal skills
- Good organizing skills
- Ability to do accurate numerical calculations
- Good time management skills
- Methodical and accurate record keeping
- Good interpersonal skills
- Ability to manage multiple reporting lines
- Have good work ethics
- Drive and motivation
- Quality oriented
- Ability to work and stay calm and focussed under pressure
- Attention to detail and accuracy in work output
- Ethical
- Confidentiality
- Accuracy
- Reliability
- Results orientation
- Stress tolerant
- Pro-active/ good planning
- Fairness in dealing with people
- Working to deadlines
- Willingness to work long and extended hours

**Job Types**: Full-time, Permanent