Executive Secretary: Office of the MD at Pikitup Johannesburg (SOC) Ltd

Key Responsibilities 

• Handle incoming and outgoing correspondence (internal and external) on behalf of the Managing Director. 
• Attend meetings, take formal minutes and distribute timeously. 
• Search for relevant information and compile report. 
• Input data on reports daily as and when required. 
• Source and gather information and process onto spreadsheet (monthly and quarterly reports). 
• Update and review filling system and follow up on action dates daily. 
• File all correspondence and documentation in a retrievable system. 
• Obtain relevant signatures and ensure compliance to policies and procedures before submitting to the Managing Director for signature. 
• Ensure access to all items and discuss with the Managing Director to ensure correct action is taken. 
• Plan the Managing Director’s diary and ensure that she is available for scheduled meetings. 
• Plan and diaries appointments and highlight deadlines for the Managing Director. 
• Priorities mail for the Managing Director’s attention. 
• Makes calls for the Managing Director as requested. 
• Making travel arrangements for the Managing Director (flight bookings, hotel, car hire) and foreign exchange. 
• Attend all logistics for workshops, and meetings and invite stakeholders, compile agenda and arrange for catering and venue. 
• Handle external customers effectively and professionally. 
• Listen to complaints from the public and refer to the relevant people who would be able to assist the caller. 
• Liaise with Executives, Directors and other stakeholders of Pikitup and City of Johannesburg on behalf of the Managing Director. 
• Coordinate and adapt all reports from the Managing Director to one standard format. 
• Work closely with the Company Secretary to follow up on the Board and other committee matters. 
• Formulate/ develop the terms of reference for the Secretary Forum. 
• Facilitate all processes related to the Forum. 
• Ensure all documents and correspondence is kept confidential.  
• 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 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