Executive Secretary
CV Desk (Pty) Ltd
City Of Johannesburg Metro, Gauteng, ZA
5d ago
source : JobVine

Position : Executive Secretary EE CandidateDepartment : CEO OfficeReporting to CEO and CFOClient : Student Accommodation ProviderSalary of up to R22K, based on experienceRoles and Responsibilities : You will be at the heart of our top management team to the CEO and the CFO.

You will provide administrative support and assistance to top management and support any other projects as and when required.

As Executive Secretary, you will manage the CEO and CFOs diary including making appointments and booking their traveling arrangements.

You will drive internal and external stakeholders on behalf of the CEO and the CFO in relation to meetings, appointments, bookings and ensure that top managements office runs smoothly.

Minimum experience and requirements : EDUCATION : Matric Diploma in Office Administration / Secretarial Bachelors degree in any fieldEXPERIENCE & SKILLS : Office Administration Management or related qualificationAt least 3 years experience providing support at a high level Proficient computer skills and in-depth knowledge of relevant software such as MS Office SuiteKnowledge of standard office administrative practices and proceduresA good events coordinatorStakeholder relationship and management thereof (internally and externally)Board pack preparation including delivery arrangementsHighly energetic, ability to drive things the person must drive the output him / herself as there is no time for the CEO / CFO to ask if tasks have been delivered.

Understand CEO and CFOs diaries be more proactive (daily, weekly, monthly diary ) manage their diaries and ensure gaps between meetings including for lunch hours (normally from 12h00)National and international travel experienceGood Filing experienceBehavioral Dimensions and Skills required : Computer SkillsOffice administrationOrganizational and planning skillsVerbal and Written Communication skillsInformation gathering and monitoring skillsProblem analysis and problem-solving skillsJudgment and decision-making abilityInitiativeConfidentialityTeam memberAttention to detail and accuracyAdaptabilityKey Performance Areas Duties : Supports the targets in relation to budgeted revenues and the control of expenses.

Assure documents and reports have proper signatures and are distributed to the appropriate personnel.

Attend meetings to record minutes.

Compile and distribute minutes of meetings if necessary.

Assure documents and reports have proper signatures and are distributed to the appropriate personnel.

Prepare and edit correspondence, communications, presentations, and other documents Prioritize and expediently handle requests for information or action from the Board of Directors, staff members, or customers.

Assist in preparation of packages for CEO and CFO direct reports for pre-board agenda review meeting.

Completes the CEO and CFO report, which requires input from all departments and is presented to the Board of Directors.

File and retrieve documents and reference materials.

Conduct research, collect and analyze data to prepare reports and documents.

Manage and maintain CEO and CFOs schedules, appointments, and travel arrangements.

Arrange and co-ordinate meetings and events.

Record, transcribe and distribute minutes of meetings.

Monitor, screen, respond to and distribute incoming communications.

Answer and manage incoming calls.

Receive and interact with incoming visitors.

Liaise with internal staff at all levels.

Interact with external clients.

Co-ordinate project-based work.

Review operating practices and implement improvements where necessary.

All other ad hoc tasks and responsibilities as assigned by management.

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