Secretary at Alexander Forbes

Alexander Forbes is looking for a Secretary who would be responsible for maintaining the spreadsheets of client information, filling, post control and stationary. The secretary will also be responsible for coordinating entertainment for clients, arrange meetings and travel arrangements.

Minimum Requirements:

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