Executive Secretary at PEP

PURPOSE OF THE JOB 

• The role will provide administrative and secretarial support to the Chief Executive: Marketing (CEM). This role involves managing the CEM's schedule, coordinating meetings, handling correspondence, and performing various administrative tasks.

KEY RESPONSIBILITIES 

Calendar Management:

• Coordinate and manage the CMEs schedule, including scheduling meetings, appointments, and travel arrangements.
• Prioritize and organize the CEM's daily agenda to ensure efficient time use.

Communication Management:

• Act as the primary point of contact for internal and external communications on behalf of the CME.
• Screen and manage incoming emails, phone calls and correspondence, responding or redirecting as necessary.

Meeting Coordination:

• Arrange and organize meetings, conferences, and events, including preparing agendas, taking minutes, and coordinating logistics.

Travel Arrangements:

• Handle all travel arrangements for the department, including booking flights, accommodations, transportation, and visa arrangements.
• Prepare detailed travel itineraries and provide necessary documentation.
• Administrative Support:
• Assist in preparing reports, presentations, and other documents as requested.
• Manage expense reports and reimbursements promptly.
• Maintain a record of all IT and office equipment
• Processing payments of invoices for the marketing department (excl. advertising accounts) on SAP

Requirements

JOB INCUMBENT REQUIREMENTS

• Grade 12
• Secretarial / Office Coordinator Diploma
• 5 years experience as secretary to senior management/executive. 
• Retail experience will be an advantage
• Experience with travel arrangements both domestic and international. 
• PC literacy (MS Office / Google Suite)
• Knowledge and understanding of event coordination
• Strong service orientation
• Competencies: Devotion to quality, Planning, Flexibility, Initiative, Performing under pressure