Executive Secretary

Job Purpose

The Executive Secretary for the unit will be responsible for providing a wide range of administrative, project, executive transactional and administrative support of a responsible, confidential and complex nature to ensure a seamless and consistent delivery to all clients and stakeholders, from the executive offices of the business unit.

Key Performance Areas

• Complete a broad variety of administrative tasks to support the GM and where needed the EOC team, including assisting with special projects; producing documents, reports, and presentations; collecting and preparing information for meetings with internal and external parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports
• Serve as the primary point of contact for internal and external stakeholders on all matters pertaining to the GM’s office, including those of a highly confidential or critical nature. Prioritize and determine appropriate courses of action, referrals, or responses, exercising judgement in addressing the issue at hand
• Work closely with the GM to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately
• Anticipate the GM’s needs in advance of meetings, conferences, etc. and ensure these are actioned so that these events run smoothly
• Allocate and reconcile supplier invoices correctly and resolve all queries
• Liaise with vendors and ensure all documentation is in order and complete, and co-ordinate the loading of vendors on the B1SA for the GM’s office
• Identify, classify, maintain and protect all confidential files, documentation and sensitive information consistent with record handling in line with legislative regulations for auditing purposes; ensuring all electronic repositories and shared folders with templates and support documentation have been updated and remain relevant
• Provide a "gatekeeper" role, providing a bridge for smooth communication between the GM’s office and various stakeholders, partners and suppliers, troubleshooting and resolving first line queries and issues received by the executive offices, and escalating where required
• Replenish office materials such as printer supplies, paper, office supplies, etc. as is required
• Provide hospitality to all guests visiting the executive office and help to create a welcoming environment
• Complete reports / meeting minutes/ presentations / departmental documents and distribute to relevant parties
• Send out meeting/event invitations in advance (within reasonable time period to accommodate delegates).
• Co-ordinate team meetings, including booking of meeting venues according to meeting/event needs/requirements – number of people,
• Co-ordinate accommodation, invite and travel logistics for various meetings as required both internally and externally
• Monitor progress of projects and track volumes of project costs and payment of fees against a pre-defined budget to ensure costs are aligned with agreed contract terms and there is no disruption to projects / progress
• Work with departmental management to ensure projects and tasks are actioned timeously
• Monitor the updating of departmental rosters forecasts and rotations in line with business trends, escalating any areas of concern

Education

• 2-Year Diploma in business administration or project co-ordination

Experience

• Minimum of 5-6 years experience in a projects co-ordination, or administration role
• Track record in office management (emails, typing, minutes, diary management, etc.) and meeting co-ordination
• Previous experience using IFS is an advantage
• Demonstrated experience in communicating and dealing with multiple stakeholders

Skills and Knowledge

Core behavioural competencies

• Assuring quality
• Collecting information (sourcing; checking and / or documenting)
• Maintaining Focus
• Acting with energy and enthusiasm
• Managing customer and stakeholders
• Collaborating
• Organising and co-ordinating
• Problem-Solving
• Analytical skills

Technical / proficiency competencies

• Clerical Administrative functions
• Minute taking / Typing
• Project Co-ordination
• IFS (Purchase requisitions)
• Advanced skills in MS Office
• Reporting writing skills
• Written and verbal communication skills
• Ability to work with and maintain confidential information
• Knowledge of Kronos is an advantage

Employment Equity

Preference will be given to employees from the designated groups in line with the provisions of the Employment Equity Act, No. 55 of 1998, SISA internal recruitment policy as well as units employment equity plans.

POPI Act

• Please note that when applying for any position, reference checks will be completed and personal information as defined in the Protection of Personal Information Act 4 of 2013 will be processed. In applying for this position, applicants will be deemed to have consented to such processing as defined in the included Privacy Statement.
• Please also note that if you have not been contacted within 1 month after the closing date of this advertisement, please accept that your application has been unsuccessful.