Executive Secretary at eThekwini Municipality

Job Purpose    

• Provides secretarial support to the Head and attends to specific office support/ clerical activities associated with the preparation, copy typing, circulation, safekeeping and retrieval of documents/correspondence and communicating with visitors, officials and/or general public, sourcing and making available routine information pertaining to scheduled activities of the Unit and Municipality.

Key Responsibility Areas    

• Performs specific tasks/ Activities associated with the provision of secretarial support.
• Organizing, confirming and scheduling meeting/ appointments with internal departments/external officials, arranging the venue and attending to catering refreshments requirements.
• Preparing notification, agendas and minutes for specific meetings and attending to the distribution and/ or arranging for the collection of documentation prior to scheduled meeting.
• Maintains and access records of discussions, instructions, and correspondence.
• Retreating supporting documentation and records to facilitate and support query resolution.
• Performs tasks associated with the provision of general office support and a reception/Telephonic services.
• Maintaining stock of standard forms and stationery and completing requisition orders to facilitate the replacement of items prior to depletion.

Competencies    

• Written communication.
• Oral communication.
• Planning and organising.
• Influencing.
• Attention to detail.
• Ethics and professionalism.
• Organisational awareness.
• Use of Technology.
• Data processing & Analysis.
• Interpersonal relationships.
• Resilience.
• Cognitive Ability.

Essential Requirements    

• Grade 12 (NQF Level 4) or equivalent and an Administrative certificate.
• 2 Years relevant experience. Computer literacy.

Preferred Requirements    

• Diploma (NQF Level 6) in Secretarial studies.
• 3 years relevant experience