Secretary: Office of the CEO

Closing Date 2020/02/26
Reference Number SHO200218-4
Job Title Secretary: Office of the CEO
Job Type Permanent
Location – Country South Africa
Location – Province Western Cape
Location – Town or City Brackenfell
Purpose of the Job Provide high-level executive support, through a variety of administrative, personal, and clerical tasks, to maintain the smooth running of the CEO’s office. This role will support the Executive PA to the CEO.
Job Category Administrative
Job Objectives Typical responsibilities of the job include (but are not limited to): Continuous office coordination and responsibility for: CEO transportation; manage and coordinate driver’s schedule and provide clear instructions to ensure smooth daily arrangements Petty cash management Sourcing and ordering of stationery and office equipment Ensuring office and office fridges are stocked Attending to and serve refreshments during external and internal meetings Arranging catering for small and larger meetings as and when required Monitoring general office maintenance such as cleaning/tidiness/preparation of rooms before meetings Managing diaries, organising meetings and appointments, and controlling access to the CEO (assisting and stand-in functionality) Performing general office duties such as maintaining, filing, and retrieving corporate documents, records, and reports Performing basic expense management and reconciliation work (e.g. post international trip) Ensuring all relevant meeting minutes, agendas and necessary information packs are collated and circulated timeously to all meetings and monthly divisional trips Logging and/or processing bills or expenses (company and personal) Preparing orders, processing invoices, printing or gathering reports (intermittent preparation of memos/letters) and other documents. Coordinating and directing office services, such as records, departmental finances, personal issues, and housekeeping, to aid the CEO Attending to varied daily personal tasks, administration and/or other tasks as requested on behalf of the CEO Supporting with both local and international travel arrangements, transport, and accommodation Assisting with general errands including but not limited to delivery and collection of documents and general purchases Ensuring meeting rooms, refreshments, IT equipment, travel arrangements and all other ad hoc requests are arranged and in place prior to the start of meetings and/or teleconferences
Qualifications Essential: Grade 12 (minimum) Preferred: Tertiary qualification e.g. Bachelor’s degree, Diploma (PA), or formal certification
Experience Proven work experience as a personal assistant and/or secretary to an executive (5-7 years)
Knowledge and Skills Essential: Outstanding organisational and time management skills, and ability to multitask and prioritize daily workload Excellent verbal and written communication skills (able to read, write, and speak fluently in English and Afrikaans) Comprehensive and efficient message taking, redirecting/screening of calls to correct departments Above average MS Office/G-Suite skills Ability to work with numbers Valid driver’s license Ability to be flexible and adaptable with regards to work hours (i.e. willingness to work overtime during peak times and when deadlines are close) Preferred: SAP system exposure Up to date with the latest office gadgets and applications

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