Extensive / hands-on diary management and co-ordination of meetings and executive programs
Preparing for meetings and ensuring all relevant documents and reports are provided to the Executive in advance
Keeping of minutes and ensuring action points are monitored and addressed (EXCO and Board Meetings)
Collating data and preparing PowerPoint presentations for EXCO and Board Meetings. Distribution of EXCO/Board packs, Agendas & Minutes to Executive members & Board members timeously
Arrange flights, accommodation and car hire efficiently
Composing letters, emails/staff communications, meeting materials and other internal/external correspondence
Preparing boardrooms/meeting rooms when necessary and attend to refreshments and equipment requirements. Managing venue bookings for the EXCO and General Boardrooms
Office management i.e. ordering stationery, office supplies, and consumables
Working in conjunction with the Facilities Manager on building maintenance/repairs and housekeeping
Upkeeping and maintaining the office in a neat/tidy manner
Extensive desktop research
Attend to general secretarial/administrative duties such as printing, filing, scanning, binding documents and arrange payment of invoices
Scrutinize, proofread, amend, and compare agreements. Keeping records of and ensuring all signed Agreements are filed on the Legal Drive
Drafting charts/ organograms, company flow charts, and putting together presentations
Sending out invitations, receiving guests, and serving refreshments for meetings
Liaising with Executives, Assistants and management team members in a professional and competent manner
Managing and submitting expense claims, credit card expenses
If need be, logging calls, following up on matters, and attending to queries i.e. computer & I.T problems, and the like
Any day-to-day tasks and assistance required
Any secretarial requirements as deem necessary by the Managing Director
Qualifications and Experience
Matric
Secretarial Diploma / Certificate could be beneficial (not essential)
Extensive personal assistant experience preferably at an Executive Level
Gmail
Yahoomail