Senior Executive Secretary

**JOB REQUIREMENTS**
- The ideal applicant will possess the following:

- _
- **
Matric or equivalent qualification**:

- Relevant **certificate or diploma in Finance / Accounting / Secretarial** will be an advantage
- ** Fluency in MS Office 2000** (including but not limited to **Word, Excel and Power point)**:

- At least **7-8 years relevant secretarial / admin experience** in a **senior manager or executives office**:

- Fluency in **English**

**JOB OUTPUTS**

The functions will include **general secretarial and administration functions**, to **support the effective functioning of the offices of the Managing Director, Financial Director, and Executive Stakeholder Relations & Business Development.**

The duties and functions will include but not be limited to:

- ** General control of office regarding cleanliness, admin duties and efficient functioning.**:

- ** Prepare agendas and attend to all meeting arrangements** (contact and virtual meetings) including setting up dates and times for meetings, issuing of electronic invites and virtual meeting links and liaising with attendees on availability and attendance.
- **Attend meetings and take, type and circulate minutes of meetings**.
- ** Transcribing recordings of meetings.**:

- ** Preparing documents/files required by executives for meetings**.
- Maintain **executive schedules/diaries and plan and schedule meetings, appointments, management/ booking of meeting rooms, setting up of meeting rooms/boardroom and auditorium for meetings.**:

- ** Liaise with directors, executives, managers, employees, customers and suppliers and other stakeholders** including industry associations such as **SABOA, COBEO, SARPBAC, BIRF**.
- ** Arranging refreshments or lunch for meeting attendees**.
- ** Receive and screen phone calls and dealing with queries and complaints**.
- ** Receive visitors and accompanying them to meeting venues** and provide general support to visitors.
- Assist on **switchboard and reception (when necessary).**:

- Maintain **various management control and statistical registers** and managing deadlines for submissions.
- Perform **basic data analysis to extract trends**.
- Handle **confidential company documents** and information ensuring that it remains secure.
- Maintain** contact lists (internal and external)**.
- Prepare **payment requisitions and liaising with Accounts** regarding payments of accounts.
- ** Receipt, record-keeping, and control of Financial Authorities**.
- Assist with **Board resolution, minutes and distribution.**:

- ** Monitor office supplies and control stationery / photocopier toner / paper and functioning.**:

- Maintain **electronic and paper records and comprehensive filing systems** and archives ensuring that information is organised and easily accessible.
- Conduct **research and prepare presentations or reports as assigned**.
- Statistic **related to management accounts and cost control**.
- Draft **staff notices and letters and reports.**:

- Any other duties associated with a secretarial and administrative position.

**COMPETENCIES**

**KNOWLEDGE**

**SKILLS**

**ATTRIBUTES**
- Knowledge of office administration and secretarial functions
- Knowledge of the bus passenger industry an added advantage
- General knowledge of the companys policies and procedures
- Fluency in MS Office

(including but not limited to Word, Excel, PowerPoint and outlook)
- Ability to use E-mail & internet
- Fast & Accurate typing skills in word and excel
- English proficiency and strong spelling/grammar skills
- Good communication and interpersonal skills
- Good organizing skills
- Ability to do accurate numerical calculations
- Good time management skills
- Methodical and accurate record keeping
- Good interpersonal skills
- Ability to manage multiple reporting lines
- Have good work ethics
- Drive and motivation
- Quality oriented
- Ability to work and stay calm and focussed under pressure
- Attention to detail and accuracy in work output
- Ethical
- Confidentiality
- Accuracy
- Reliability
- Results orientation
- Stress tolerant
- Pro-active/ good planning
- Fairness in dealing with people
- Working to deadlines
- Willingness to work long and extended hours