Executive Secretary: Corporate Services at Technology Innovation Agency

Job Advert Summary    

• The Executive Secretary will be responsible to provide secretarial, clerical and administrative support to ensure that services are provided in an effective and efficient manner to the Executive and the Division to achieve their overall objectives. 

Qualification

•  Diploma: Administration/Secretarial certificate 
•  Three (3) years’ tertiary qualification with relevant administration and secretarial diploma (Advantageous)

Work Experience

• Two (2) years’ experience in secretarial or administration
• Three plus (3 ) years’ experience in secretarial or administration in the industry (Advantageous)

Duties and Responsibilities    
Internal Processes

• Comply with all TIA systems (performance management, HR, Finance, Stakeholder information, FMS) 
• Pre-screen documents send through for Executive approval to ensure alignment with Delegation of Authority and compliance with relevant processes and procedures of TIA 
• Correspondence and enquiries are effectively addressed or assigned to the responsible parties and accurate records are kept 
• Assist the Executive with managing their diary, updating information sheets, keeping minutes, scheduling meetings booking training rooms, resources, drafting of documents and quality checking/ proof reading communication
• Ensure the effective coordination of activities within the division
• Ensure effective time management of the Executive’s daily, weekly and monthly schedule
• Proactively arrange annual Divisional calendar and ensure scheduled meetings and events  take place. Send proactive reminders to all involved (EXCO submissions, Board meetings et cetera)
• Assist the Executive by ensuring that all input packs to relevant meetings are compiled, input is collated and distributed by the required deadline
• Act as a first point of entry to screen relevance of all information and/or requests submitted to the Executive 

Stakeholder Relationship

• Maintain professional engagements with all external and internal Stakeholders and continuously strife to exceed expectations
• Maintain excellent verbal and written communication standards based on TIA values  when engaging with internal and external stakeholders

Financial Perspective

• Assist the Executive with collating all relevant info and input to budgets (operational and investment)
• Ensure budget is updated with relevant input received
• Record approved invoices by the Executive on the financial system and ensure that they are settled and a database/ register is kept up to date with invoices submitted
• Load requisitions on the Financial System in line with Procurement guidelines 

Learning and Growth

• KPA’s are understood and achieved as agreed upon in the Performance agreement
• Review performance against agreed performance standards
• Live the values and culture of TIA
• Identify and implement development opportunities to ensure continuous improvement of work effectiveness and efficiency
• Departmental Information systems and tools are optimally utilized to execute core tasks