OVERALL AIM AND SUMMARY OF JOB
We are seeking a competent Executive Secretary to provide essential support to the General Manager to enable the latter to focus on managing the Company. You will play a crucial role in organizing and maintaining the General Manager’s schedule, as well as performing various administrative tasks.
As an Executive Secretary, you must possess exceptional time-management and multitasking skills to handle multiple responsibilities efficiently. Your diligence and competence will allow the General Manager and his Executive Team to focus on their managerial duties without distractions. Your primary objective will be to enhance the overall efficiency of our business by ensuring the timely and efficient completion of all assigned administrative tasks.’
KRA’s
Personal Assistant Duties for the GM
- Monitor workload of the GM and proactively assist in organizing workload more efficiently.
- Follow up and ensure compliance with deadlines set by the GM.
- Be thoroughly conversant with the Company’s Business Plans and be actively involved in their implementation in conjunction with the GM.
- Ensure the GM responds to requests from internal and external sources timeously.
- Plan and maintain the GM’s diary electronically and/or manually.
Office Administration
- Coordinate activities throughout the Company to ensure efficiency and maintain compliance with Company policy.
- Supervise the staff as assigned by the GM, dividing responsibilities and tasks equally to improve performance.
- Maintain documents and filing systems.
- Review office documents regularly to ensure they comply with best practice and project the desired image of the Company
- Maintain an inventory and asset register for the office.
- Manage agendas, travel plans and appointments for senior management as assigned by the GM.
Meetings Administration
- Arrange Board, ExCo, Management and other meetings as assigned by the GM.
- Assist the GM with the preparation of documents for meetings.
- Take minutes at meetings as required.
General
- Perform any other duties as reasonably requested or assigned.
JOB AND PERSON SPECIFICATIONS
Qualifications
- Grade 12
- An appropriate tertiary qualification on NQF Level 6 in administration and finance and secretarial work
Experience
- Three years relevant experience, preferably as an executive secretary or similar administrative role.
- Extensive exposure to reporting documentation
- Extensive experience in meetings administration and minute taking
Closing Date: 15 May 2024.
Applications to be submitted online on our job board menu, available on the Woermann Brock Website.
Application Deadline: 20/09/2024