Executive Secretary

Pillango Placements

Gauteng > Midrand

7d ago

R 20000 - R 25000 Monthly

Our client is an engineering / manufacturing company based in Midrand that offers a range of engineering solutions including -

consulting, procurement to process, utilities engineering, project management and co-ordination, equipment procurement, full turnkey installations.

The CEO currently requires an outgoing and highly organised Executive PA.

REQUIREMENTS

An outgoing, people's person with strong communication skills and the ability to interact with individuals at all levels.

A detail orientated, organised person who can multi task and is willing to walk the extra mile for her employer.

Minimum Matric (tertiary qualification preferred) with at least 3 years secretarial experience at an executive level.

Strong computer literacy - including advanced Excel.

Experience in arranging meetings, travel arrangements (locally and internationally), company statutory matters, diary management, formal correspondence (writing, editing) and other administrative duties normally associated with such a position.

JOB DESCRIPTION

Answer telephones and convey correct information to relevant parties, take messages, or transfer calls to appropriate individuals.

Screen calls to Executive Management and handle queries in an appropriate manner

Arrange conferences, meetings, and travel reservations for office personnel.

Compose, type, and distribute meeting notes, routine correspondence, and reports.

Locate and attach appropriate files to incoming correspondence requiring responses.

Maintain scheduling and event calendars Functions, conferences and team building

Coordinate conferences and meetings.

Duplications of correspondence and other printed material.

Screen, route, and distribute incoming mail and other material, and prepare feedback to routine letters.

Set up and maintain paper and electronic filing systems for records, correspondence, and other material.

Letter writing, dictation, create transcribe, and distribute meeting agendas, minutes and action lists ensuring due dates are reached by department managers.

Establish work procedures and schedules, and keep track of the daily work of clerical staff.

Learn to operate new office technologies as they are developed and implemented.

Operate electronic mail systems and coordinate the flow of information both internally and with other organisations.

Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.

Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.

Design and upkeep of Company Procedures

Design and upkeep of all Master Documents

Manage and keep office insurance up to date annually Short term / CAR / PI

Project Manage small office related projects i.e. office extensions and upgrades / office maintenance

Company Registration documentation Shareholding etc

Timesheet control and Employment Contracts

Company Profile upkeep

Maintain leave system

Company Governance / admin work

Prepare correspondence, reports and materials for publications and presentations for marketing of the company.

Travel arrangements Corporate and personal

Prepare and maintain MD’s expense claims on a monthly basis

MD Personal items / arrangements

Keep filing system and server updated with latest documentation generated on a daily basis.

Ad Visible Until : 18 February 2019 Ref : PTA002303 / JB

17 363 11 219

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