Executive Secretary - Cape Town at Astron Energy (Pty) Ltd.

The Executive Secretary to the CEO & CFO plays a pivotal role in providing administrative and secretarial support to the Chief Executive Officer (CEO) and Chief Financial Officer (CFO) of the company. This position requires exceptional organizational skills, discretion, and the ability to handle sensitive information with confidentiality.

Financial Perspective

Provide support to the CEO, CFO & EXCO as a whole

• Provide direct support to other EXCO Leadership team if required
• For CEO & CFO, this includes daily coordination
• This includes travel arrangements, event management, procurement, screening calls and re-routing as required,
• Understands the operations within the department to direct calls appropriately, minimizing the impact on management
• Manage day to day communication

Fiscal Administrative Support

• Prepare Systems, Applications, and Products (SAP) purchase orders.
• Prepare Expenditure Requests and data for purchase of equipment that forms part of Capital.
• Control all office expenditure and implement cost control processes relating to telephone, photocopy, fax, courier services and stationary costs.
• Process and reconcile all CEO & CFO travelling expenditure.

Customer Perspective

• Prepare documentation for meetings and workshops to be attended/convened by the CEO & CFO.
• Maintain internal contacts with EXCO, Leadership Team, and staff at all levels.
• Obtain and print material/information for monthly performance reports.
• Anticipate CEO, CFO & EXCO’s “need to know” requirements before visits, meetings and trips. 
• Compiles pre-reads, agendas etc.
• Screen telephone calls, fax messages, internal and external correspondence before presenting to the CEO & CFO and action those which do not require his attention, even during his absence from office.
• Make telephone calls for and on behalf of the CEO & CFO.
• Assist in disseminating work requests.
• Monitors all exception time [vacation, sick days and emergency leave]
• Maintains electronic diary for CEO & CFO and other managers
• Screen e-mail messages for CEO & CFO during their absence and ensures that urgent messeges are appropriately actioned.  Uses discretion to forward messages to appropriate areas.
• Prepares expense reports for CEO & CFO

Internal Processes

Transactional Administration

• Book outside training/events for management on request.
• Prepare and submit monthly reports.
• Maintain confidentiality of sensitive information.

Professional Qualification and Certifications:

• Business Administration/Management, or other tertiary qualification.

Work Experience:

• 3 – 5 years’ experience in a corporate environment
• In a business administration and or project management role

Knowledge and skills:

• Proficiency in MS Office (Word, Excel, PowerPoint, Visio, Electronic Mail and Calendar, and Projects)
• Knowledge of SAP R/3
• Knowledge of Concur
• Ability to work under pressure (essential)
• Strong initiative and ability to think and work independently (essential)
• Strong Planning and organizing skills (critical)
• Strong Customer relationships and interactions skills (critical)

Application deadline:

09 April 2024