Executive Secretary- Pharmacy & Red Star at Shoprite Group of Companies

Purpose of the Job    

The purpose of this role is to provide comprehensive and high-level administrative support to the General Manager of Pharmacy and Red Star while leveraging strong analytical skills to assist in decision-making processes. The successful candidate will play a critical role in ensuring the smooth functioning of the office, handling data analysis, and facilitating efficient communication, thereby enhancing the General Manager’s ability to make informed, data-driven decisions and manage the responsibilities effectively. 

Job Objectives    

• Administrative Support: Provide comprehensive administrative support to the General Manager,
• including managing schedules, appointments, and travel arrangements.
• Data Analysis: Utilize analytical skills to gather, interpret, and present data, providing valuable insights and reports to assist the General Manager in decision-making.
• Document Preparation: Draft, edit, and format reports, presentations, and other documents with a keen eye for detail and accuracy.
• Calendar Management: Maintain the General Manager's calendar, schedule meetings, and prioritize tasks based on analytical assessment.
• Communication Management: Handle incoming and outgoing communications, such as emails, phone calls, and correspondence, ensuring timely responses and effective information flow.
• Problem-Solving: Analyze and address issues proactively, proposing data-backed solutions and process improvements.
• Documentation and Record-Keeping: Organize and manage critical documents and records, ensuring accessibility and security.
• Project Assistance and research: Assist in managing projects, tracking progress, and ensuring that analytical insights contribute to project. success

Qualifications    

Essential:

• Grade 12

Desirable

• Diploma or certificate in Office Management or a related field.

Experience    

• +3 years of proven experience in a secretarial/clerical role – (essential). 
• Familiarity with corporate travel arrangements (highly beneficial). 

Knowledge and Skills    

• Meticulous and accurate in administrative tasks, data analysis, and document preparation. 
• Effective time management to handle multiple tasks, prioritize responsibilities, and meet deadlines. 
• Exceptional verbal and written communication skills for effective interaction with team members, clients, and stakeholders.
• The capability to approach issues logically, analyze root causes, and provide well-reasoned solutions.
• Familiarity with office software, analytical tools, and software relevant to the industry, such as spreadsheets, databases, and data visualization tools.
• Excellent organizational skills for maintaining structured records, schedules, and documentation.
• A high degree of discretion and the ability to handle sensitive information with care.
• The ability to be proactive and use your initiative: to see what needs doing and to do it.
• The ability to use standard software packages (eg Microsoft Office) and to learn bespoke packages if required.