Secretary at Alexander Forbes

Formal qualifications needed to perform role:

• Matric
• Typing certifications advantageous

Knowledge and experience

• 3 - 5 years of secretarial experience
• Proficiency in MS Word, Powerpoint and Outlook critical
• Dictaphone typing

Additional inherent requirements:

• Candidate must be well-presented and coherent
• English at first language level is critical
• Own transport advantageous (not reliant on public transport)

Job Specification:

Tasks

• Typing:
• Agendas for client meetings
• Binding of agendas
• Minutes of client meetings
• Emails
• Powerpoint presentations
• Maintaining spreadsheet of client information:
• Updating spreadsheet with details of new representatives
• Updating consultants’ calendars with representatives’ birthdays
• Ensuring representative information is saved and filed correctly
• Filing, post control, stationery:
• Filing in client masterfiles
• Filing electronically on the server and on Sharepoint
• Distributing post on receipt from Mailroom
• Ordering stationery, proactively when supply runs short and also on request from team
• Managing stationery expenses
• Maintaining stationery stock, keeping stationery cupboard tidy
• Coordinating off-site storage via Metrofile
• Client gifts/entertainment/training:
• Coordinating entertainment with venues and providers, such as spa days
• Coordinating invitations and RSVPs with clients for entertainment events
• Ordering and dispatching year-end gifts for clients
• Coordinating on-site training sessions with provider
• Arranging catering for on-site training sessions or client meetings
• Receiving clients at off-site training events such as Hot Topics
• Preparing for on or off-site training events, such as attendance registers, labels, etc
• Managing catering expenses
• Arranging of meetings and travel arrangements:
• Arranging venues for on-site client meetings
• Coordinating off-site Blue Jeans sessions, to dial in to on-site meetings
• Making travel arrangements for consultants
• Distribution of client communications:
• Ensuring agendas are delivered to clients at the right place, and by the deadline
• Distributing various email communications timeously, and with clear directions as to
• what the client should be doing with the communication (for manco reps or members)
• Coordinating, packaging and delivering bulk hard copy communications like member booklets

Behavioral competencies:

• Respectful
• Mature
• Willing to learn
• Self starter
• Self motivated
• Deadline driven
• Excellent time management skills
• Ability to handle pressure
• Excellent attention to detail
• Confidence in communicating with team members and internal/external clients
• Strong sense of responsibility
• Team player
• Excellent PC skills – full MS Office
• Problem solving ability