Secretary

We are seeking a dedicated and professional **Administrative Assistant/Secretary** to support two of our General Managers with various administrative, assistant and organisational tasks. If you're highly organised, have an eye for detail, and enjoy handling multiple responsibilities, this is the perfect opportunity for you

You will be working for a company that is over 100 years old with strong values which are customer centric. In return for your services, you will be paid a competitive remuneration package. You will be working for an organisation that values employee development and rewards excellent performance.
- Support the General Managers by compiling reports, presentations, and other key documents needed for meetings, conferences, or executive discussions. This includes gathering information, organizing data, and formatting it into clear and professional documents.
- Review and proofread documents for spelling, grammar, punctuation, and formatting errors to ensure that they are accurate and polished before submission to the General Managers or other stakeholders.
- Take charge of the General Manager’s calendar, scheduling meetings, appointments, and conferences. Ensure that all appointments are well-organised, with adequate time for preparation and follow-up.
- Handle all aspects of travel arrangements, including booking flights, accommodations, transportation, and creating detailed itineraries. Ensure that the General Manager’s travel plans are efficient and meet business requirements.
- Organise all documents and materials needed for meetings or business trips, ensuring the General Managers has everything they need for smooth operations, such as itineraries, agendas, and relevant documentation.
- Draft and distribute agendas prior to meetings, ensuring that all necessary participants are informed. Arrange for any catering, logistics, or venue bookings required for smooth and efficient meeting operations.
- Ensure the General Managers prepare visual aids, presentations, and reports for various meetings, such as Exco meetings, board meetings, and other strategic sessions.
- Welcome Visitors and Answer Inquiries: Receive visitors in a professional and friendly manner. Ensure they are properly directed to the appropriate meeting room or individual based on their needs and appointment schedules.
- Answer incoming calls in a polite and professional manner, transferring calls or taking detailed messages for the General Managers or other team members. Ensure that important information is accurately conveyed to the right person in a timely manner.
- Manage both paper and electronic filing systems, ensuring that documents, reports, and correspondence are properly archived for easy retrieval. Organise records to maintain a clean and efficient workspace.
- Monitor and manage office supplies inventory, anticipating needs and placing orders to ensure that essential supplies (e.g., stationery, printing materials) are always available.
- Handle sensitive or confidential information with discretion. Safeguard any personal or corporate data and follow appropriate protocols for managing confidential documentation
- Grade 12
- Secretarial Certificate or related qualification
- At least 3 years of relevant secretarial experience
- Excellent organisational and administrative skills
- Strong proficiency with office equipment and computer software (spreadsheet, word processing, database management)
- Strong interpersonal skills with the ability to communicate effectively.
- Friendly and professional attitude when dealing with internal and external stakeholders