Management Secretary at Sappi

Sappi Stanger Mill requires a Secretary to ensure the smooth running of the business by providing a professional administrative and secretarial support to the Management Team.

This role reports in to the General Manager.

The main responsibilities of this job are:

Maintain a general administration function as required by Management

• Manage, co-ordinate and maintain Managements’ diaries by ensuring calendars and diaries are updated
• Arrange meetings, seminars & conferences, birthday cards by co-ordinating all aspects such as venue, logistics and catering according to Management requirements
• Assist Management team members with Administrative duties, memos and filing
• Capture weekly management meetings minutes, collate the presentation, compile and distribute agenda and minutes according to agreed standards
• Consolidate weekly and monthly reports by receiving individual reports from Management and compile into one report for business update purposes
• Screen and redirect telephone calls where necessary for the Management team
• Process credit card expense claims timeously as per company policy guidelines and procedure
• Provide typing, photocopying, filing and e-mailing support as required by Management and ensure confidentiality of all discussions and documents pertaining to the business of Sappi
• Generate SAP payment requisitions and ensure that purchase requisitions, order numbers and tax invoices are processed using SAP to ensure that Vendors’ are paid in line with company policy and internal procedures
• Maintain and arrange payments for any subscription services required regarding magazines, periodicals and legal documents
• Assist and co-ordinate Mill events with the relevant personnel
• Renew and consolidate Management PowerPoint presentations
• Distribution of announcements and notices mill wide
• Various adhoc duties as required by the Management team

Ensure that the management offices are effectively maintained

• Maintain and upkeep of the management offices by ensuring high standards are met on a day to day basis for hygiene and safety purposes 
• Supervise and ensure that the contractor cleaning services provide the required services as per the service level agreement
• Meet with cleaning contract manager monthly to ensure general issues around the office are resolved
• Maintain stock levels of office sundries such as milk, tea, coffee etc 

Administer and manage general dash boards

• Update weekly management communications on Safety, Production, Quality, Environment and People issues
• Assist in maintaining notice boards in office

Travel arrangements

• Arrange all travel requirements for the departments on request
• Ensure that the administration and payment of travel arrangements is handled in line with the company travel policy

The ideal candidate should have:

• Matric plus an Administration or Secretarial related certificate
• Strong computer literacy with MS Office Suite
• Minimum 3 years relevant experience
• SAP will be advantageous