Executive Assistant

6 months ago

Pretoria, South Africa SNG GrantThornton Full time

**Job Summary**:
Perform a range of confidential secretarial activities for the group executive, as well as the Senior Managers within the SCM unit. Prepare documents, does filing, make telephone calls. Use initiative in handling business appointments, travel arrangements and re-routing urgent matters for attention in the absence of the executive(s). Make personal arrangements for the executive. Handle enquiries of a routine nature and perform critical clerical / administrative work of a governance nature. Communicate with company senior managers and executives of outside organisations. Demonstrate the ability to assume responsibility without direct supervision. Take minutes and follow up on action points, as key deliverables on the procurement committees. Successful performance of duties involves handling communications sensitive and confidential in nature.

**Qualification**:

- Grade 12 (NQF Level 4) plus a Secretarial Diploma

**Experience**:

- More than 5 years related experience
- Computer literate with advanced knowledge of spreadsheets, presentations and word processors.
- Working knowledge of PFMA with a minimum of 3 years within an SCM unit.

**Key Responsibilities**:

- Prepare documentation / communications / presentations timely and accurate
- Take notes / minutes and transcription from notes / minutes / Dictaphone
- Official secretarial duties on the SCM committees
- Manage schedule / diary; paper and / or electronic; make involved business and travel arrangements; make personal arrangements for executive(s); screen and handle telephone communications, greet and direct dignitaries / visitors and deal with administrative problems and enquiries as appropriate
- Serve as a primary point of direct administrative contact and liaison with other offices, individuals and external institutions and agencies on a range of specified issues; organise meetings, conferences and other special events as required
- Co-ordinate effective office procedures and work flows
- Monthly and weekly report formulation and presentation
- Create, compose and edit technical and / or administrative correspondence and documentation; sort, screen and evaluate incoming and outgoing correspondence and prepare responses as appropriate; attach the appropriate files to facilitate necessary action
- Take action required and authorised during executive(s) absence, use initiative and judgement to see that the matters requiring attention are referred to delegated authority or in a manner that minimises effect of executive(s) absence from the office
- Gather and process data; compose correspondence in order to prepare final draft reports
- Organise corporate functions and act as hostess, if necessary
- Office and equipment upkeep
- Maintain an up-to-date operating manual (which would cover a job description / detailed break down of the manager’s position / authority limits defined / job parameters, etc.)

**Skills**:

- Excellent telephone and typing / office skills
- Should be fluent in English
- Good customer relations
- Proven ability to work under limited supervision and often “off-site”
- Strong interpersonal, relationship building and maintenance skills
- Strong verbal, writing and listening skills
- Task prioritisation
- Proven planning, organisation and control skills
- Sound reasoning and thinking
- Ability to work extended hours as dictated by the executive’s schedule
- Ability to handle / maintain confidential materials and publics desiring access to them
- Skilled in the use of a full range of office software, including word processing, spread-sheets and multimedia packages for developing effective communications and support materials
- Ability to prepare and deliver presentations to company executive.
- Telephone etiquette
- Minute taking and advanced typing skills.
- Problem solving

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