Executive Secretary

1 week ago

Johannesburg, South Africa Affirmative Portfolios Full time

**Office Administration ~ PA (Personal Assistants) ~ Office Management**
**JHB Central**
***:
**Executive Secretary - Illovo - Sandton (JHB)**

**Permanent Vacancy - Salary Market Related**

**_Role:_**

As executive assistant to the CIO, you will be responsible for the effectiveness and efficient day-to-day management and organisation of the CIO’s activities and business. This will include acting as the main point of contact for the CIO, complex diary management, organising and supporting high-level senior meetings; prepare reports and presentations. The purpose of the role is to deliver effective comprehensive secretarial and administrative support to the Executive and Business Change Technology (BCT) Team.

**_Duties and responsibilities._**

**_Secretarial support_**
- Management of complex diaries and coordination of meetings for relevant team members and oversee organisation on different time zones.
- Draft agenda and minutes for meetings.
- Receive and screen incoming calls and visitors, determine which are priority matters, and alerts the executive accordingly. Make referrals to appropriate staff or provides requested information.
- Arrange local and international travel bookings and reservations, ensuring that all bookings are communicated effectively and within the companies travel policies.
- Acts as liaison between the executive and subordinates by transmitting directives, instructions and assignments and follow up on the status of assignments.
- Deal with queries/complaints where necessary.
- Prepare presentations for EXCO and Managers review, proofread, and edit documents prepared for the administrator’s or executive’s signature.
- Compile and safeguard records for BCT.
- Deal with Board Secretaries within the companies and external organisations.

**_Administrative Support_**
- Prepare and type documents (for internal or external use) in accordance with the established companies standards and branding guidelines.
- Organise and attend to photocopying, printing, binding and deliveries of documents by messengers and couriers.
- Ensure that divisional information is kept up to date on the Intranet.
- Assist with other ad hoc duties as and when required.
- Coordinates trainings and seminars run y BCT.
- Ensure proper E-filling of general divisional documents as well as performance management documents.
- Collate reports submitted to Executives by Managers.
- Compile reports as per required format - Weekly/Monthly.
- Coordinate transport for functions.
- Submit reports for authorisation on or before report deadlines.
- Virtual collaboration to help stay in touch while working remotely.
- Tech-capable competencies to navigate remote working tools.
- Ability to self-direct and stay focused while working independently.
- Dependable and trustworthy to get the job done, unsupervised.

**_Divisional Initiatives and projects_**
- Assist in events management in the division.

**_Knowledge and skills_**
- Proven track record in secretarial and administrative environments.
- General knowledge of procedures.
- Ability to follow, apply, interpret, and explain instructions and/or guidelines.
- Knowledge of employee policies and procedures
- Knowledge of filling plan methods.
- Telephone etiquette
- Minute taking
- MS Office
- Time management
- Administration
- Interpersonal skills
- Customer service

**_Qualifications_**
- **Matric coupled with an appropriate qualification to a B-degree or equivalent.**

**3-4 years’ experience.

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