Secretary
The Foschini Group
Cape Town North
10d ago

Position Description :

Secretary to Head of Business

Key performance areas : Administration

Administration

  • General office administration
  • Diary management
  • Dictations to be taken & typed, when required
  • Emails received by Head of Business to be read, interpreted & either flagged or responded to
  • Year-end and major holiday periods leave schedules to be co-ordinated
  • Filing, scanning, shredding & photocopying
  • Personal business for Head of Business to be carried out, when required
  • Stationery to be managed
  • Maintenance of company equipment to be arranged (photocopier, phones, aircon, lights, electrical fittings).
  • Birthday messages to be co-ordinated & distributed on a monthly basis
  • Staff announcements & notices to be communicated
  • Meeting dates to be set for new year and Outlook invites to be sent to attendees
  • Presentations

  • TFG Board Meeting presentations to be prepared
  • Communication to various stakeholders to be prepared
  • Advanced PowerPoint presentations to be prepared for various internal and external audiences
  • Co-ordination of the visual submissions for the Annual report
  • Event management

  • Conference rooms / venues to be booked for functions, meetings, strategy sessions and breakaways
  • Agendas for monthly and annual communication sessions compiled
  • Initiate and implement ideas for team building
  • Booking of presentation equipment to be arranged, when required
  • Catering arrangements for functions & meetings to be arranged & co-ordinated
  • Year-end function to be co-ordinated & executed
  • Workshops to be co-ordinated & executed
  • Financial Media round table event to be co-ordinated and executed
  • Major events planned and executed, e.g. for CSI projects
  • Relationship Management

  • Telephone calls to be screened & messages taken
  • Effective relations with employees & management to be established & maintained
  • Appropriate communication methods to be selected & utilized
  • General queries to be handled with a high level of customer service, responding timeously & referring the query to the manager, if necessary
  • Effective handling of irate customers
  • Effective relationships to be established with external stakeholders, such as the media, agencies, consultants
  • Travel Management

  • Local & International travel arrangements for division to be captured via online system or travel office (including flights, accommodation car hire, forex)
  • SAP travel orders to be raised
  • Manual travel orders to be raised
  • Travel documentation & claims to be submitted timeously
  • Travel returns to be submitted to Treasury
  • To qualify for this position you will need :

  • Matric
  • Relevant Secretarial and Administrative qualification
  • 10 - 12 years’ experience supporting Execs
  • Proficient in MS Office Advanced PowerPoint, Word
  • Proficient in SAP
  • Excellent communication skills verbal and written , communicate effectively at all levels & liaise with the support teams and various divisionsStrong customer service orientationStrong organizational and planning skillsStrong administrative skills and excellent attention to detailAbility to work under pressure and display initiativeAbility to work independently, as well as within a teamAbility to assert and influence stakeholdersDriver’s license and own transport essential
  • The following qualifications / skills / knowledge would be advantageous :

  • Awareness and participation in social media
  • Working knowledge of Excel and Adobe
  • Preference will be given, but not limited to, candidates from designated groups in terms of the Employment Equity Act.

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