EXECUTIVE SECRETARY

1 week ago

Midrand, South Africa Jobted ZA C2 Full time

Administrative Support:

- Act as the primary point of contact for the CEO, managing all correspondence, calls and inquiries.

- Maintain the CEOs calendar, scheduling meetings and appointments.
- Handle incoming calls, emails and correspondence, ensuring prompt responses or appropriate delegation.

- Maintain filing systems and ensure documents are organised, up-to-date, and easily accessible

- Prepare and edit documents, presentations and reports.
- Process invoices, expenses and other administrative paperwork for approval.
- Provide support for special projects and ad hoc tasks as required.

Travel Management:

- Coordinate domestic and international travel, including flights, accommodations, visas and check-ins

- Assist with travel itineraries and ensure manager is fully prepared for trips
- Ensure all travel arrangements align with the CEO and familys preferences and schedule.

- Handle last-minute changes or emergencies during travel.

Meeting Coordination:

- Arrange meeting logistics, including room bookings, equipment setup, catering and other requirements.

- Provide beverages for guests and ensure stock levels are maintained.

Communication & Liaison:

- Serve as the point of contact between the managers and internal or external stakeholders.

- Liaise with other departments to ensure smooth coordination of tasks and deadlines.
- Manage incoming requests and inquiries, prioritising and responding accordingly.

Personal Arrangements:

- Organize and manage the CEOs personal appointments, such as medical, dental, vehicle services, other professional services.

- Co-ordinate CEOs day to day health & wellbeing (medical etc.) tasks, including liaising with vendors, contractors, and staff.

- Assist with family-related scheduling, as needed.

Meal Coordination:

- Plan and arrange meals according to the CEOs dietary preferences or restrictions.
- Ensure seamless execution of meal arrangements during travel or events.

Event Coordination / Office Support:

- Provide support and assistance to Executive Assistant with events, management meetings, refreshments

- Assist with collating tenders
- Maintain office supplies and equipment, ensuring necessary resources are available for the managers daily tasks

- Stationery control and distribution
- Petty cash reconciliation
- Credit card reconciliation and spreadsheets
- Provide on-site support during events, ensuring smooth operations.

Discretion and Confidentiality:

- Handle sensitive information with the utmost discretion.
- Maintain confidentiality regarding both professional and personal matters.

Skills and Qualifications:

- Proven experience as a secretary, administrative assistant, or similar role.
- Exceptional organizational and time-management skills, with the ability to multitask and prioritize tasks effectively.

- Strong communication and interpersonal skills.
- Proficiency in Microsoft Office Suite and other relevant software.
- Ability to anticipate needs, think critically, and offer solutions to problems.
- Flexible and adaptable to changing priorities.
- A high level of discretion and professionalism.
- Ability to work independently as well as part of a team.

Preferred Qualifications:

- Familiarity with international travel coordination and visa processes.
- Experience in a fast-paced environment
- Strong problem-solving abilities and proactive approach to tasks.

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