Secretary

7 months ago

Parow, South Africa The Foschini Group Full time

**Job ID**:17506**Position Type**:Full-Time**Job Function**:Administration / Support**Workplace Type**:
**Division**:Markham**Province**:Western Cape**Location**:Cape Town North**Suburb**:Parow (Parow)Position Description:
**Secretary - Markham**

**Cape Town**

**Permanent**

**The opportunity**:
This role is critical as it supports the Head of Business for Markham and Relay.

**Responsibilities**:
**Event management
- Conference rooms/venues to be booked and catering co-ordinated for functions, meetings, strategy sessions and breakaways

Relationship Management
- Telephone calls to be screened & messages taken
- Effective relations with key stakeholders, employees, management to be established & maintained
- Appropriate communication methods to be selected & utilized
- General queries to be handled with a high level of customer service, responding timeously & referring the query to the Head of Business or the responsible Line Manager if necessary
- Effective handling of irate customers in some instances a professional and calm manner and ensuring that follow ups are done and the customer is satisfied
- Must be able to form strong relationships with other Head of Business secretaries and ensure effective co-ordination
- Ability to deal with highly confidential information critically

Travel Management
- Local travel arrangement for Head of Business, Head of Functions and Marketing (adhoc events and seasonal photo shoots) to be organised as required
- International travel arrangements for Head of Business and Head of Functions to be captured via online system or travel office (including VISA’s, flights, accommodation car hire, forex).
- SAP travel orders to be raised
- Travel documentation & claims to be submitted timeously

Administration
- General office administration
- Extensive Diary management
- Co-ordination of yearly business calendar (liaising with Head of Business, Buying, Planning and Marketing teams)
- Meeting dates for Head of Business & other stakeholders to be set for new year and Outlook invites to be sent to attendees
- Assisting Head of Business and Head of Functions with Mobile Upgrades.
- Year-end and major holiday periods leave schedules to be coordinated
- Filing, scanning, shredding & photocopying and binding seasonal packs for meetings or travelling purpose
- Stationery to be procured as and when needed. Follow-up with supplier on any back-order stock
- Maintenance of company equipment to be arranged (photocopier, phones, aircon, lights, electrical fittings)
- Sending out staff birthday notices, work anniversaries, promotions and business update notifications
- Processing of invoices on COUPA (vendor and payment management system)
- Sorting out payment queries for vendors
- Submitting monthly credit card statements & slips via Fuse & recording thereof
- Typing and distributing minutes for monthly management meeting
- Draft monthly meeting agenda with Head of Business and submit final agenda with previous month’s minutes to Exco Team at least 1 week prior to meeting date
- Submitting expense claims on behalf of Head of Business and Head of Functions and follow-ups
- Type supplier visa letters as requested by Buying Team for Head of Business to sign
- Co-ordinate approval process of vacancy requisitions for the various divisions

Reporting
- Co-ordinate monthly trading update and board reports including consolidating presentation slides when required

General
- Collecting visitors / suppliers at reception for meetings with Head of Business
- Assisting with any errands required by Head of Business
- Assisting with onboarding process of New Head of Functions and ensuring all office supplies are provided timeously
- Liaising with Tech Support / AVT Team to assist with any major tech issues

**Requirements**:
- Matric essential, Postgraduate desirable
- Relevant Secretarial, Office Management and Administrative qualification or experience particularly at executive level
- Extensive experience working with Board Directors of listed companies
- Proficient in MS Office [Outlook, Excel, Advanced PowerPoint, Word]
- Proficient in SAP (advantageous)
- Business Writing skills (advantageous)
- Confidentiality and ability to deal with sensitive highly confidential information (especially market sensitive information)

**Key skills include**:

- High customer service orientation
- High level of Planning and organizing skills - dealing with a variety of tasks with conflicting priorities (multitasking) and delivering on time
- Diary management and scheduling
- Strong judgement and discretion
- Strong excel skills

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