General Secretary Support

2 months ago

Johannesburg, South Africa Motor Industry Bargaining Council Full time

**Position Short Description**

**Duties and Responsibilities**
- **Calendar Management**: Organizing and managing the executive's schedule, including scheduling meetings, appointments, and events. This often involves coordinating with other team members or external parties.
- **Travel Arrangements**: Making travel arrangements such as booking flights, accommodations, transportation, and handling any necessary visa or passport arrangements.
- **Administrative Support**: Providing general administrative support such as maintaining files and records, preparing documents and reports, and handling expenses and reimbursements.
- **Meeting Coordination**: Assisting with the preparation for meetings, including compiling agendas, preparing materials, and taking minutes. Follow up on action items and ensure that deadlines are met.
- **Relationship Management**: Building and maintaining relationships with key stakeholders, both internal and external to the organization. This may involve acting as a liaison between the executive and clients, parties, and employees.
- **Research and Information Gathering**: Conducting research on various topics as needed, compiling information, and preparing summaries or briefs for the executive's review.
- **Project Management**: Assisting with project coordination and tracking progress on various initiatives. This may involve coordinating with other team members, tracking deadlines, and ensuring that tasks are completed on time.
- **Confidentiality and Discretion**: Handling sensitive information with discretion and maintaining confidentiality on matters pertaining to the executive and the organization.
- **Problem Solving**: Being able to anticipate problems and proactively address them, as well as being resourceful in finding solutions to challenges that arise.
- **Adaptability**: Being flexible and adaptable to changing priorities and situations and being able to multitask effectively.
- **Gatekeeping**: Screening visitors and calls to determine their priority and relevance to the executive's schedule and responsibilities

**Required Skill/Experience/Competencies**
- The ability to effectively manage multiple tasks, prioritize responsibilities, and meet deadlines is essential.
- A personable and professional demeanor for building and maintaining positive relationships with others.
- The ability to identify problems, analyze situations, and develop solutions for handling the challenges that arise in a fast-paced work environment.
- Being detail-oriented to ensure accuracy in tasks such as managing calendars, preparing documents, and coordinating travel arrangement, so attention to detail is crucial.
- Handle sensitive information and must always maintain confidentiality. Trustworthiness and discretion are essential qualities for this role.
- The ability to adapt to changing priorities, deadlines, and situations in a dynamic work environment and must be flexible and able to adjust their plans and priorities as needed.
- Effective time management to juggle multiple responsibilities and ensure that tasks are completed in a timely manner. This includes the ability to prioritize tasks and allocate time efficiently.
- To serve as representatives of the executives and the organization, so professionalism is essential. This includes dressing appropriately, maintaining a positive attitude, and demonstrating integrity in all interactions.

**Qualifications Required**
- Must have Matric or NQF Level 4
- A qualification in Business Administration, Executive Secretary, Legal or related field.
- Minimum of 5-10 years of experience in Executive Assistance role
- Microsoft Office Certificate (optional)

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