Secretary - Brackenfell at Shoprite Group of Companies

Purpose of the Job    

• The role of the Secretary is to coordinate and provide support to the team. A resourceful and flexible approach is required. The position requires a high degree of responsibility, discretion, and confidentiality. The areas of focus may include driving the identification and implementation of process improvements, policies, and procedures, managing relationships with various teams. The incumbent is required to be able to work on their own initiative, be self-motivated and proactive.
• This role performs administrative support responsibilities including engaging with team members, franchisees, external parties, and their requests, assisting with invoices, managing stakeholder diaries, preparing documentation and correspondence, organizing meetings, managing onboarding of new team members, booking travel, and overseeing the general running and efficiency of the office.

Job Objectives    

• Assist with submitting personal expenses for divisional authorization before submitting to finance for payment  
• Submitting office/project expenses to finance in accordance with authorization process. 
• Assisting with the planning of the annual Tradeshow, including venue, operational arrangements and reconciliation of Tradeshow income and expenses, assisting finance with recovering costs by following up with the relevant participants 
• Administrative assistance with new projects’ expense loan schedules. 
• Assisting with new applications – following up with prospective franchisees on outstanding supporting documents  
• Ad hoc duties and support to the management team
• Organise and schedule appointments and meetings and ensure all meeting arrangements are in place (e.g. meeting invites; links shared with relevant stakeholders, meeting rooms booked, access to office arranged, etc.).
• Book conference calls, boardrooms, pool cars and accommodation assist with travel arrangements for senior managers.
• Execute general administrative duties including typing, copying, binding, scanning, etc. Assist with preparation and formatting of executive presentations.
• Receive, sort, and distribute e-mail and assist with any related correspondence.
• Ensure urgent communication requests are prioritised and attended to.
• Produce and distribute correspondence including memos, letters, and forms.
• Compile accurate minutes of meetings and distribute timeously.
• Compile, control, presenting and filing of payment requirements, quotes and expenses.
• Maintain resource lists for all teams.
• Develop and maintain filing systems for all relevant documentation including computer and manual filing systems.
• Maintain up-to-date employee leave control and attendance registers.
• Coordinate repairs to office equipment.
• Greet and provide general support to visitors.

Qualifications    

• Grade 12 certificate – (essential).
• Diploma in general administration – (preferred).

Experience    

• +2 years’ experience in an administration role with good exposure and knowledge of general administration office practices, tools and processes – (essential).
• Experience working in a Financial Services environment – (desired). /Or basic bookkeeping principles.
• Experience in a retail or FMCG environment – (desired).

Knowledge and Skills    

• Strong level of proficiency with MS Office (Outlook, Excel, Word, PowerPoint) – (essential).