Executive Secretary - Industry Planning and Project Development at IDC

Main duties and responsibilities

Financial /Shareholder Returns

• Process the Executive’s office expenditure and / or invoices.

Internal /Operational Processes

• Provide comprehensive secretarial and general administrative support to the Divisional Executive and the Industry Planning Unit, including support to the broader Industry Planning team
• Receive, direct and relay telephone messages and follow up with relevant team members to ensure actions are addressed
• Prepare and coordinate administrative documentation, including correspondence, reports, presentations, meeting packs and scheduling of appointments
• Coordinate and support departmental and Industry Planning Unit meetings, including team meetings and regular huddles
• Arrange and manage meetings, events, workshops and related logistical support
• Assist in minutes taking (where required) and ensure timely circulation of finalised documents
• Manage the Executive’s and Industry Planning Head’s diary
• Maintain the general filing system and file all correspondence, as well as maintaining electronic filing on Docupedia and the SharePoint
• Arrange travel, accommodation and logistics, including processing of claims and preparation of complex itineraries, for the Divisional Executive and Industry Planning team (as required)
• Facilitate maintenance of office equipment and requisition stationery
• Facilitate the onboarding of new staff members joining the team
• Maintain confidentiality in the execution of all duties
• Managing and maintaining the Executive engagement platform with staff

Customer focus & stakeholder management

• Provide professional and responsive secretarial support to the Divisional Executive and Industry Planning Unit
• Support effective coordination and communication between the Divisional Executive, Industry Planning Unit, internal support functions and relevant stakeholders
• Provide an efficient customer service to both internal and external customers
• Communicates in a positive and effective manner with the Divisional team members, employees and other stakeholders
• Facilitate Divisional deliverables through interaction and coordination with Personal Assistants, Administrators and Executive Secretaries of other Executives
• Provide support to other Executives, where required, in line with divisional priorities

Learning, leadership & people growth

• Manage own development to enhance own competencies
• Participate in knowledge sharing in the team

Qualification and Experience
Qualifications

• Relevant Diploma

Knowledge & experience

• The candidate must at least have a minimum of 5 years’ experience as a Secretary.
• Knowledge of accounting, data and administrative management practices and procedures, business and management principles.
• The following computer skills and knowledge of office software packages are essential:
• MS Word; PowerPoint; Excel; Outlook
• Knowledge of SAP will be an added advantage