Executive Secretary: Office of the Chief Financial Officer Ref No: ES: 04 at Pikitup Johannesburg (SOC) Ltd

Key Responsibilities: 

• Drafting and typing of all correspondence (i.e. contracts agreements, proposals and general correspondence) required by the Chief Financial Officer (CFO). 
• Plan and Manage the CFO’s diary and ensure that s/he is available for scheduled meeting. 
• Plan and diarise appointments, highlight deadlines for the CFO and ensure that all relevant documentation is made available timeously/ prior to the meeting. 
• Arrange and attend departmental meetings, take formal minutes and distribute timeously.
• Work closely with other Executive Secretaries/ Secretaries to ensure coordination of diaries where necessary. 
• Ensure that there are relevant signatures on documents and ensure compliance to policies and procedures before submitting to the CFO for signature. 
• Coordinate and adapt all reports from the CFO to the required company format. 
• Input data on reports daily as and when required. 
• Designing and maintaining an effective filing system. 
• Prioritise mail for the CFO’s attention. 
• Attend to all logistics for workshops of the office of the CFO, invite relevant stakeholders, compile agenda and arrange for catering and venue as required. 
• Ensuring that refreshments are purchased as and when required and place order (SAP). 
• Relay various instructions and requests to external and internal associates or companies on the CFO’s behalf. 
• Handle external customers effectively, courteously and professionally. 
• Work closely with the Managing Director’s PA to follow up on approvals, etc., by the Managing Director. 
• Co-ordination of travel and conference arrangements. 
• Make the necessary arrangements relating to travelling (i.e. care hire, accommodation, flight tickets, etc.). 
• Maintain petty cash system and ensure that the necessary receipts are kept in a safe manner and that claims are submitted timeously. 
• Liaise with SCM (and suppliers if applicable) to ensure that the necessary stationery for the office of the CFO is supplied as and when required. 
• The list of tasks/duties and responsibilities contained in this document is not necessarily exhaustive, and the employer is entitled to instruct the employee to carry out additional duties or responsibilities, which may fall reasonably within the ambit of the job description, or in accordance with operational requirements. 

 Minimum Qualifications: 

• Grade 12. 
• Secretarial diploma or equivalent. 
• MS Office.  

Minimum Experience: 

• A minimum of 3 years secretarial experience of which at least 2 years as Secretary to a General Manager or an Executive.