Executive Secretary

Tolcon Group (Pty) Ltd • Other • Centurion, South Africa • 2d ago

Main Job Purpose:
The principal purpose of this role is to effectively provide comprehensive administrative, secretarial and communication support to the Executive Team members. It also serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Executive

Organogram

Superior: General Manager
This Position: Executive Secretary
Subordinates 1at Level: Office Attendants and Driver

Minimum Requirements

Grade 12
Diploma/Higher Certificate in Secretary/Business Administrator
Advanced Computer Literacy skills
At least 5 years experience supporting a Senior Executive
Experience supporting more than 1 senior executive will be an advantage

Required Competencies to meet the job outcomes:

Ability to work in high urgency environment that requires discretion and diplomacy
High level of honesty and manage confidential information
Demonstrated good planning and organisational skills
Must be efficient and detail-oriented
Strong skills in anticipating, preventing, and solving problems
Excellent written and verbal communication skills
Advanced knowledge of MS Office applications
Ability to multitask
Professional appearance and demeanor
Ability to work effectively and collegially in a team-based environment
High level of trustworthiness and ethical decision-making
Highly motivated individual with strong self-management skills
Strong assertiveness with diplomacy

Essential Duties & Responsibilities:

1. Office Management:

Manage and coordinate the needs of the Executive Team, including their diaries, schedules, and prioritisation of internal and external appointments, conferences, other engagements, and special events.
Implement and maintain administrative systems, including electronic filing, contact lists, and databases.
Ensure records are maintained to provide current, accurate, and accessible information.
Meet and greet visitors at all levels of seniority.
Manage daily activities of Office Cleaning Assistants and Driver.
Schedule quarterly board meetings and prepare board packs.
Manage and coordinate all maintenance activities, including repairs, renovations, and general upkeep of the office.
Oversee the work of contractors to ensure it meets company standards and is completed on time and within budget.
Prepare and manage the office maintenance budget, ensuring cost-effective solutions are implemented.
Track and report on maintenance costs, identifying areas for potential savings.

2. Communications:

Respond to internal and external stakeholder calls and queries in a timely and professional manner, both verbally and in writing.
Handle incoming emails, determining the appropriate course of action, referral, or response.
Prepare and manage confidential correspondence and matters as required.
Draft letters and other correspondence as and when needed.

3. Travel and Events Management:

Arrange and coordinate frequent domestic and international travel arrangements with meticulous attention to detail.
Assist shareholders with planning for board meetings, signature needs, flights, and accommodation.
Coordinate all functions as planned, including year-end functions, sourcing venues, planning menus, and team-building events.
Provide logistical and administrative support for meetings and events, including venue bookings, attendance coordination, and document distribution.
Arrange all necessary visas for international travel.
Arrange corporate gifts as and when required.
Assist with tender submissions as and when needed.
Manage boardroom schedules, handle conflicts, and prioritising important meetings.
Reconcile travel-related costs and expenses. This Job Specification indicates only the main duties and responsibilities of the position and therefore is not intended as an exhaustive list.

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