Executive Secretary

Interdot Solutions; Gauteng; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A professional services firm located in South Africa is looking for an experienced Executive Secretary to manage office procedures, handle confidential information, and provide essential support to senior management. The role demands a minimum of 3 years of executive support experience and a National Diploma in a relevant field. In addition, strong communication skills and effective diary management are required to ensure the smooth running of executive affairs.

Qualifications

• Minimum of 3 years proven experience as Executive Secretary or a similar role.
• Ability to handle sensitive information with confidentiality.
• Proficiency in various software packages for documentation and presentations.

Responsibilities

• Coordinate and maintain effective office procedures and workflows.
• Manage the Manager's diary, prioritizing events and meetings.
• Handle all correspondence and maintain a filing system.

Skills

Office management

Communication skills

Confidentiality

Diary management

Education

National Diploma in Secretarial / Social Sciences / Business Administration at NQF 6

Job description

Minimum Qualification Requirements

National Diploma in Secretarial / Social Sciences / Business Administration at NQF 6 with Credits. Proven experience as Executive Secretary or similar role 3 years.

Manages the Office of the relevant GE / DE / Senior General Manager by:

• Coordinating and maintaining effective office procedures and efficient workflows.
• Implementing Eskom policies and procedures.
• Promptly channelling products, services and information, including processing and controlling all the DE / GE / SGM's correspondence, which includes access to highly sensitive information and respecting the confidentiality thereof.
• Sorting, reading and annotating incoming mail and documents and attaching appropriate documentation to facilitate necessary action.
• Determining mail routing and required signatures and ensuring follow up.
• Dealing with Manager's mails during his / her absence and responding where necessary, thereby minimising incoming mail.
• Alerting Manager to urgent critical issues and deadlines.
• Taking action authorised during Manager's absence, using initiative and judgement to see that matters requiring attention are referred to delegated authority.
• Researching and abstracting information and supporting data in preparation for meetings.
• Screening all calls and evaluating requests for meeting with the Manager.
• Managing the Manager's diary by prioritising / coordinating events, meetings and rescheduling / refusing appointments.
• Coordinating the various year planners to ensure no conflicting appointments for the Manager.
• Arranging business itineraries and coordinating Manager's travel requirements.
• Controlling all requests for payment, signing of documentation, submissions for Board and EXCO meetings.
• Writing letters and completing various documentation, submissions for Board and EXCO meetings.
• Coordinating logistical arrangements including planning the ordering of equipment and allocating telephone connections, ordering, controlling and distributing stationary required, ensuring the necessary IT infrastructure is in place, ensuring the required telephones, fax machines and photocopies are available and in good working order, and ensuring the necessary accounts are paid timeously.
• Utilising various software packages to compile spreadsheets, type agendas and minutes of meetings, presentations etc.
• Coordinating and producing presentations for various Board Meetings.
• Maintaining filing and records management system, including confidential files for Managers.
• Assisting the various reporting managers with their outputs where necessary.
• Anticipating problems and peaks in workflow and planning accordingly.

Provides a communication and relationship management service by:

• Ensuring Eskom rules of etiquette and protocol are observed in all dealings.
• Establishing and maintaining harmonious working relationships with superiors, co-workers, customers, clients and suppliers.
• Coordinating all contact / requests between the offices of the Chairman, the Chief Executive, Board Members, EXCO members and the DE / GE / SGM.
• Organising functions / events and on occasions acting as a host if required.
• Dealing with Executive Staffing and Support regarding Executive Human Resources issues on a strictly confidential basis.
• Performing Government liaison.
• Receiving or sending correspondence to high ranking officials / executives of large national / international concerns.
• Ensuring that all requests for information are dealt with timeously and by the appropriate staff members.
• Following up on outstanding requests for information and expediting responses when necessary.
• Professionally dealing with clients and customers and providing a professional image.
• Ensuring that the GE / DE / SGM's image is at all times seen in high esteem.
• Pro-actively informing the GE / DE / SGM of sensitive issues within the Division.

Provides an information service by:

• Conducting research on request, compiling research reports / findings / presentations and disseminating research results.
• Sourcing and supplying information on internal and external matters.
• Creating and maintaining information databases as required (e.g., database of internal and external contact details and telephone numbers).

Assisting the DE / GE / SGM with personal matters by:

• Dealing with Executive Staffing and Support regarding the DE / GE / SGM's personal Human Resources issues.
• Dealing with Executive Care and protection regarding domestic matters.
• Facilitating the sorting out of Medical Aid issues.
• Making arrangements for the sending of gifts and flowers, etc.