Executive Secretary : GM at Sun International

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 stakeholders. The role has a lead administration responsibility and may delegate or reassign work to other support staff in the business unit. 

Education

• Secretarial Diploma

Experience

• Minimum of  5 years’ administrative /secretarial functions

Skills and Knowledge

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

Key Performance Areas
Duties and responsibilities include:

Office Administrative Support

• Provide administrative support to the executive office (including minutes, 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 for unit and SI delegates
• Consolidating and editing of inputs from HODs to compile quarterly board report to shareholders
• Administration of legal documents and flow onto M-files
• HOD roster and Kronos management of GM direct reports
• Co-ordinate business continuity and risk management processes
• Manage the flow and safekeeping of all FSGLTA related correspondence
• Maintain and manage unit petty cash.

    Executive Support

• 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 executive Office
• Type correspondence proficiently including emails, letters, memo’s, etc.
• Manage calls, queries and requests received by the executive 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/ function 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