Executive Secretary (Cape Town) at Sun International

Description

Job Purpose

• To provide a wide range of administrative and general support duties of a responsible, confidential and complex nature to ensure the seamless implementation and consistent delivery of services provided by the business unit’s Executive Office to all clients and stakeholders.
• The role has a lead administration responsibility and may delegate or reassign work to other support staff in the business unit.

Key Performance Areas

Office Administrative Support

• Provide administrative support to the executive office (including e-mails, mail and telephone)
• Allocate and reconcile supplier invoices correctly and resolve all queries
• Submit expense claims to the Finance department as per company policy and procedures.
• Order stationery, paper and other consumables (as per company procedures), ensuring availability on demand.
• Develop a filing system (including records and reports) that enables others in the business unit to be able to access required documents
• Store confidential documents for safe keeping
• Coordinate the flow of paper and electronic documents to the appropriate parties
• Follow through on outstanding issues and action lists from minutes with relevant HODs
• Liaise with travel service providers to co-ordinate travel, car and accommodation arrangements

Executive Support

• Provide administrative support to the executive office (including e-mails, mail and telephone)
• Manage the diary of the GM
• Plan time in GM’s diary for follow-up and action steps from meetings
• Prepare internal and external communication documents for GM
• Type correspondence proficiently including letters, faxes, etc.
• Manage calls, queries and requests received by the GM’s office on a daily basis ensuring that these are resolved, redirected or reassigned to relevant managers within the business unit.
• Troubleshoot and resolve issues with assigned clients or other stakeholders.
• Complete reports / minutes/ presentations / departmental documents and distribute to relevant parties
• Consolidate budget information and record and monitor monthly expenses, escalating any variations to budget

Meeting Co-ordination

• Send out meeting invitations in advance (within reasonable time period to accommodate delegates).
• Complete and distribute agenda and minutes timeously
• Book meeting venues according to meeting requirements – number of people, equipment, times, access to floor, accessibility, refreshments, and time frames.
• Co-ordinate required equipment and ensure all in working order e.g. Air Conditioning, Laptop, Proxima etc.
• Arrange catering in line with RSVP’s and dietary requirements of the attendees.

Project Co-ordination

• Co-ordinate special projects as allocated by General Manager.
• Conduct research and analysis that may be needed for projects or presentations.
• Communicates with stakeholders, clients, visitors to achieve aims of projects.
• Monitor progress of projects allocated to staff by GM.
• Consolidate information from across the business unit and prepare reports to GM on progress, implemented actions, challenges, etc. 

Requirements

Education

• Business Administration or Secretarial Diploma
• Grade 12

Experience

• Minimum of 5 years’ experience in an administration or secretarial role 
• Track record in project co-ordination 
• Experience in events co-ordination is an advantage 

Work conditions and special requirements

• Ability to work shifts that meet operational requirements. This may include extended hours.
• High business ethics and confidentiality

Skills and Knowledge

• Decision-making skills
• Multi-tasking
• Planning and co-ordination
• Handling information / following instructions
• Clerical Administrative functions
• Problem-Solving
• Checking / attention to detail
• Writing formal correspondence
• Take initiative
• Customer service orientation
• Stakeholder Relationship management