Contract: Senior Secretary at Transnet

• To support the effective functioning of the executive office by providing high level administrative support and professional assistance, whilst maintaining the appropriate level of confidentiality, sophistication and protocol required of this position.
• Enhance and protect the image and reputation of the executive by portraying professionalism and integrity in all interaction and communication with other parties.

Position outputs:

• Manage and maintain the executive’s schedule with due consideration of divisional and executive management meetings and relevant events, demonstrating an awareness and understanding of business priorities and issues. This includes daily time management and consultation with the executive to ensure optimisation of the executive’s time and availability
• Act as first point of contact, representative and information source for the executive’s office, and respond to basic queries and requests for information. Receive and welcome VIPs and visitors courteously and professionally. Screen all incoming calls of the executive and divert or take messages. Respond to queries where possible on behalf of the executive in his/her absence
• Manage and arrange meetings for the executive nationally and internationally, by ensuring that agendas are prepared, required inputs are received from all parties concerned, and that all relevant documentation is in order. Brief and update the executive on the context of meetings in advance, as well as the input and actions required from him/her at the meeting.
• Pro-actively determine and obtain relevant information required to support the executive’s contribution. Manage logistical arrangements as required
• Facilitate logistical arrangements in terms of local and international travel, accommodation and subsistence for the executive, including account reconciliation and currency as required

Provide administrative and secretarial support to the executive in order to support the effective running of the office, which include:

• Scanning and retrieving documents
• Physically filing documents;
• Archiving documents;
• Retrieving archived documents;
• Taking and distributing minutes;
• Support the executive in organising and preparing for management meetings.
• Establish and maintain an effective and secure e-filing and document management system for fast retrieval of data and information
• Establish and maintain sound relations with all relevant stakeholders such as other executives, contractors and general staff in assisting with requests, dealing with issues/queries, and managing incoming and outgoing instructions and responses to and from the executive.
• Ensure that the required protocol is followed at all times, demonstrating cultural awareness as well as awareness for the standing and position of visitors and staff.
• Ensure effective management of the executive office through the efficient use of technology, by ensuring effective functioning of all systems and equipment, and by ensuring correct and adequate stationery.
• Liaise and interface with relevant internal and external stakeholders such as suppliers, clients and other executives as  required, conveying information accurately, professionally, and courteously whilst maintaining the required level of confidentiality
• Manage and prepare correspondence accurately, timeously and as specified for review and approval by the executive using appropriate MS Office packages, and ensure distribution to relevant parties:
• Liaise with courier services
• Follow up with intended recipients to ensure receipt
• Produce PowerPoint and Excel presentations in line with the executive’s requirements for executive management meetings and presentations
• Obtain data and information from relevant sources for compilation of monthly reports and build packs for meetings when required
• Conduct first-line research for the executive when required, consulting relevant internal or external sources, and/or by doing desktop research.
• Analyse and summarise information into a report for ease of use by the executive
• As Senior Secretary, assist other secretaries in the implementation of office processes, practices and technology when required.
• Coach and guide new/junior secretaries on protocol and correct office management processes when required
• Supervise the activities of messengers, cleaners, tea ladies, etc.

Qualifications & Experience:

• Senior Higher Certificate (NQF 5)
• 3 - 5 years applicable experience
• OR
• Grade 12 OR NQF 4
• Minimum 5 years applicable experience, at least 2 years working experience in a secretary role with a proven track record of success.

Competencies:

• Broad knowledge of policies, procedures, principles, standards & processes e.g. governance, Delegation of Authority, Procurement, Compliance, Finance etc.
• Working knowledge of SAP R3 or similar systems
• Working knowledge of MS Office including MS Word, Excel, PowerPoint, MS Teams and Internet.
• Knowledge of archiving and filing systems