Executive Secretary (Contract)

Boardroom Appointments; KwaZulu-Natal; On-site; ZAR 300,000 - 540,000; Full time

Job summary

Boardroom Appointments is seeking an experienced Executive Secretary on a contract basis to support the Director with calendar management, meeting coordination, travel planning and confidential communications. The role includes preparing reports and handling complex administrative tasks to enable strategic decisions.

The ideal candidate holds a Matric and a Secretarial/Office Administration Diploma with 5+ years of relevant experience and advanced MS Office skills, including PowerPoint

Qualifications

• Matric and Secretarial/Office Administration Diploma.
• Minimum 5 years related secretarial experience.
• Advanced MS Office (Word, Excel, PowerPoint, Outlook) and PowerPoint certification.

Responsibilities

• Maintain Director calendar and schedule executive/management meetings.
• Coordinate venues, decor, invitations, and catering for events.
• Prepare correspondence, reports, and supporting documents for the Director.
• Arrange travel itineraries and manage accommodation and logistics.
• Protect confidentiality and uphold professional standards.

Skills

5+ years experience

Advanced MS Office

Calendar management

Travel planning

Education

Matric

Secretarial/Office Admin Diploma

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Job description

About the job Executive Secretary (Contract)

Executive Secretary - CONTRACT position

MinimumRequirements:

• Matric [Grade 12]
• Secretarial or Office Administration Diploma.
• 5+ years of secretarial-related working experience is essential.
• Advanced Computer literacy: Microsoft Word, Excel, PowerPoint, and Outlook, and advanced
• PowerPoint presentation certificate and experience.

Responsibilities:

• Office Activity Scheduling and Planning:
• Maintain the Director calendar; schedule executive and broader management and stakeholdermeetings; and establish critical event priorities for planning purposes.
• Interact internally (executive management and the broader functional management team)and externally (business, vendors, government representatives, and regulators) to confirmarrangements and programs.
• Coordinate the booking of venues for meetings.
• Coordinate the décor and layout, food service, invitations, functions, and meetings.
• Brief the Director on the status of events concerning the confirmation of the guest lists,agendas, schedules of events, speeches, etc.
• Ensure universal standards of professionalism and confidentiality are maintained at all timesand that decisions and actions taken on behalf of the Director are executed according tocompany policy.
• Executive Support to the Director:
• Prepare correspondence on the Directors' behalf.
• Commission work on the Directors' behalf.
• Manage the Directors' electronic diary.
• Prepare supporting reports.
• Make conference bookings.
• Administer vehicle logs, travel, cell phone, and medical claims and ensure submission to theappropriate section for payment, when necessary.
• Organise travel and prepare complex travel itineraries for the Director.
• Teamwork and Self-Management:
• Take ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning prioritizing, and self-development.
• Follow through to ensure that quality and productivity standards of work consistently andaccurately maintained.
• Inform relevant parties in the event of tasks or deadlines not being met, the potential risks thereof,and provide appropriate resolution.
• Support and drive the business core values.
• Manage colleagues and clients' expectations and communicate appropriately.
• Demonstrate willingness to help others and go the extra mile to meet team targets andobjectives.