Executive Secretary: Strategic Partnerships and Operations

6 days ago

Pretoria, Gauteng, South Africa Kamo Placements Full time

The role of Executive Secretary is a key position within our organization, Kamo Placements. The successful candidate will provide high-level administrative support to senior management, focusing on strategic partnerships and operations.

As an Executive Secretary, you will be responsible for planning, coordinating, and executing the day-to-day activities of the Director-General (DDG). This includes scheduling appointments, managing the DDG's diary, and ensuring no appointment clashes or congestion of the program. You will also be required to negotiate changes of dates and venues with individuals and organizations to optimize the utilization of the DDG.

You will be the first point of contact for all calls diverted to the DDG and respond to enquiries by providing the required information. Additionally, you will attend to all enquiries addressed to the DDG and ensure that all documents are available within timeframes to relevant personnel.

In this role, you will also be responsible for drafting memos, submissions, and other documents from the office of the DDG, attaching all relevant documentation, specifying required action, and facilitating processes connected therewith. You will compile and update the inputs for the dashboard on decisions made and make follow-ups.

Furthermore, you will provide secretariat support for Programme meetings, ensuring well-edited and signed minutes of the meetings. You will also coordinate documentation for meetings as required, ensuring all documents are according to approved prescribed formats and meet required quality standards.

You will work closely with stakeholders to maintain a calendar of events, coordinate arrangements for workshops, conferences, and other functions, and liaise with stakeholders on planned events. You will develop and maintain a stakeholder database, engage with relevant stakeholders as required, and ensure well-coordinated events.

In addition, you will manage the document tracking system in the Programme, updating the document tracking spreadsheet, keeping records of all documents electronically and manually, and monitoring and updating the database of documents submitted to the Programme.

This role requires strong negotiation skills, project management skills, and administrative skills. You must have good computer skills, including proficiency in MS Word, Excel, PowerPoint, internet, and email. Good communication skills, client focus, and result-orientation are essential. Ability to work with and in teams, multitasking, and excellent interpersonal relations are also required.

To succeed in this role, you should have a minimum of 3 years' experience in secretarial or administration functions supporting senior management. A Secretarial Diploma or equivalent qualification is also necessary.

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