Position: Executive Secretary |EE Candidate

Department: CEO Office
Reporting to CEO and CFO
Client: Student Accommodation Provider

Salary of up to R22K, based on experience

Roles 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 CFO’s 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 management’s office runs smoothly.

Minimum experience and requirements:

EDUCATION:

• Matric
• Diploma in Office Administration/Secretarial
• Bachelor’s degree in any field

EXPERIENCE & SKILLS:

Office Administration Management or related qualification
At least 3 years’ experience providing support at a high level
Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite
Knowledge of standard office administrative practices and procedures
A good events coordinator
Stakeholder relationship and management thereof (internally and externally)
Board pack preparation including delivery arrangements
Highly 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 CFO’s 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 experience
Good Filing experience

Behavioral Dimensions and Skills required:
Computer Skills
Office administration
Organizational and planning skills
Verbal and Written Communication skills
Information gathering and monitoring skills
Problem analysis and problem-solving skills
Judgment and decision-making ability
Initiative
Confidentiality
Team member
Attention to detail and accuracy
Adaptability

Key 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 CFO’s 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.