Executive Secretary
4 weeks ago
At Tolcon Group (Pty) Ltd, we are seeking a highly skilled and experienced Executive Secretary to provide comprehensive administrative support to our Executive Team.
Key Responsibilities:- Manage and coordinate the needs of the Executive Team, including their diaries, schedules, and prioritization of internal and external appointments, conferences, and special events.
- Implement and maintain administrative systems, including electronic filing, contact lists, and databases.
- Ensure records are maintained to provide current, accurate, and accessible information.
- Meet and greet visitors at all levels of seniority.
- Manage daily activities of Office Cleaning Assistants and Driver.
- Schedule quarterly board meetings and prepare board packs.
- Manage and coordinate all maintenance activities, including repairs, renovations, and general upkeep of the office.
- Oversee the work of contractors to ensure it meets company standards and is completed on time and within budget.
- Prepare and manage the office maintenance budget, ensuring cost-effective solutions are implemented.
- Track and report on maintenance costs, identifying areas for potential savings.
- Grade 12
- Diploma/Higher Certificate in Secretary/Business Administrator
- Advanced Computer Literacy skills
- At least 5 years experience supporting a Senior Executive
- Experience supporting more than 1 senior executive will be an advantage
- Ability to work in high urgency environment that requires discretion and diplomacy
- High level of honesty and manage confidential information
- Demonstrated good planning and organisational skills
- Must be efficient and detail-oriented
- Strong skills in anticipating, preventing, and solving problems
- Excellent written and verbal communication skills
- Advanced knowledge of MS Office applications
- Ability to multitask
- Professional appearance and demeanor
- Ability to work effectively and collegially in a team-based environment
- High level of trustworthiness and ethical decision-making
- Highly motivated individual with strong self-management skills
- Strong assertiveness with diplomacy
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