Executive Secretary

3 weeks ago

Johannesburg, Gauteng, South Africa Hedz recruitment solutions Full time

Hedz Recruitment Solutions is seeking a highly skilled and experienced Executive Secretary to provide exceptional support to our Director and Management Team.

The successful candidate will be responsible for providing first-class secretarial and administrative support, including:

  • Compiling spreadsheets and identifying discrepancies to bring to Management's attention.
  • Ensuring messages are correct and conveyed timeously.
  • Updating and distributing telephone lists to all Staff.
  • Communicating effectively with clients and having a client service approach.
  • Controlling, monitoring, and recording calls.
  • Ensuring Customers are directed to the employee to be visited/contacted.
  • Ensuring Customers' comfort whilst in the waiting period.
  • Ensuring all calls are answered promptly and pleasantly.
  • Ensuring the cleanliness of the reception area and limiting hang-on calls by offering call backs.
  • Creating processes and procedures to ensure the day-to-day running of the department is efficient and effective.
  • Acting as the main point of contact for the Director, screening and responding to emails, preparing reports and presentations with a high level of accuracy.
  • Diary management, including rescheduling and booking meetings, travel booking, venue and catering booking, conference registration and booking, minute taking, and briefing management extensively on these.
  • Filing documents, reference materials, etc. in a logical manner and ensuring this is kept up-to-date, accurate, and confidentially stored both hard and soft copy; maintaining accurate and up-to-date archiving and Outlook contacts; quick and accurate retrieval of the same.
  • Monitoring, receiving, sorting, logging, distributing, and sending soft and hard copy mail.
  • Arranging and coordinating meetings and other functions or events; attending meetings as necessary, taking minutes where required; transcribing and distributing minutes as appropriate.
  • Welcoming guests and other visitors; managing any waiting period so that visitors are comfortable; interacting professionally with external clients and acting as a brand ambassador at all times.
  • Processing invoices, purchase orders, and expenses for Management.
  • Building and maintaining strong and effective relationships with external and internal staff in a professional and confidential manner.

The ideal candidate will have:

  • 5 years of experience as a Personal Assistant.
  • Fluent in Afrikaans (written and verbal).

This is a full-time, permanent position with a salary of R23,000 - R25,000.00.

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