Executive Secretary Reference Number: 9993122 at Armscor

CRITICAL PERFORMANCE AREAS:

Office Administration:

• Maintain office administration systems and processes. 
• Maintain office supply inventory by checking stock to determine inventory level; order new stock and verify receipt of supplies. 
• Co-ordinate inputs for monthly and quarterly reports and hand over to manager to write reports. 
• Monitor operational budget spent per month and inform manager of risk areas and ensure that purchasing is done against the right budget. 
• Update and maintain divisional records such as leave, telephone accounts & time & attendance, and report to manager as and when interventions are required.
• Responsible to travel arrangements and S&T for manager and divisional members. 

 Information Management

• Maintain filing system (electronic and hard copy) in line with the Master Record Structure.
• Enters, retrieves, update information on electronic fi les as per instruction.
• Sort, open and distribute incoming mail. Locate and attach appropriate fi les to incoming correspondence requiring replies.
• Receive, examine and distribute invoices, faxes, correspondence and place on divisional fi ling system
• Maintains customer confidence and protect operations by keeping information confidential. 

Admin: Secretarial

• Typing and preparing documents, reports, presentations and general correspondence. 
• Arrange meetings on behalf of manager and team members. 
• Book venue for meetings on behalf of manager and team members: 
• Organise and service meetings (produce agendas, take minutes, arrange refreshments) on team / divisional level. 
• Prepare and distribute additional documents for meetings. 
• Take minutes, distribute minutes of meetings after it has been checked by the chairperson of the meeting. 
• Manage diaries and make appointments. 
• Prepare presentations on PowerPoint.  

Liaison

• Receive and screen visitors and telephone calls, takes messages (telephonically and other), distribute it to the relevant person(s) and assist with queries and/or refer.
• Liaise with staff in other departments and with external clients, service provider’s etc.

 General Support

• Photocopy and print various documents, sometimes on behalf of other colleagues.
• Keeps equipment operational by following manufacturer instructions and established procedures.
• Perform ad hoc tasks as and when required.

 Process Improvement

• Maintains secretarial knowledge by attending educational workshops; reading secretarial publications and making recommendations for improvements.

 Coaching

• Coaching and guidance of managers and members of the team with regard to MS Offi ce Suite.

 QUALIFICATIONS:

• Grade 12
• Secretarial Diploma

EXPERIENCE:

• 3 – 4 years secretarial experience.

 SKILLS & KNOWLEDGE:

• Departmental functional knowledge and relevant practices 
• Office administration 
• Armscor practices and procedures 
• Protocol.