Secretary - Centurion at AVBOB South Africa

To maintain the administration of the office by assisting in providing information, retrieve information and handle all relevant correspondence for the General Manager.         

• Prioritise incoming and outgoing correspondence and distribute to relevant parties. 
• Open, read, route and circulate incoming mail including e-mail and faxes and send confidential faxes and e-mail.
• Recording and delivering of all outgoing correspondence timeously.    
• Assisting the General Manager in compiling and typing of the any documentation required and proof reading of internal and outgoing correspondence.  
• Prioritising documents before submitting to the General Manager.     
• Ensuring the correctness and confidentiality of documentation.       
• Produces a variety of documents, charts and graphs for reports, Exco meetings, Board meetings, etc.
• Maintaining a paper and electronic filing system for the General Manager.  
• Arranging travelling for the General Manager.

To assist in managing the General manager’s daily schedule in relation to travel arrangements, meetings and documents in relation to such meetings.

• Maintain general manager’s appointment schedule by planning and scheduling meetings conferences, teleconferences and travel
• Make travel arrangements for executives.
• Arrange complex and detailed travel plans and itineraries, compiles documents for travel-related meetings.

Prepare agendas and make arrangements such as coordinating catering for luncheons, committee and other meetings.

• Attend meetings to record minutes.
• Prepare agendas and make arrangements for committee, board and other meetings
• Compose, type and distribute meeting notes, routine correspondence, reports (binding of reports).
• Assist with compiling of presentations.
• Organise venues for meetings.

Welcomes guests, customers, visitors and callers, handle their enquiries and direct them to the appropriate persons according to their needs.

• Answer phone calls and direct calls to appropriate parties to take messages.
• Answer telephones and give information to callers, take messages or transfer calls to appropriate individuals.

To maintain the administration of the office in relation to retrieval systems, filing systems, stock control and operating office equipment.

• Provides historical reference by developing and utilizing filing and retrieval systems, recording meeting discussions.
• File and retrieve corporate documents, records and reports.
• Set up and maintain paper and electronic filing system for records, correspondence and other material
• Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies, evaluating new office products; placing and expediting orders for supplies and verifying receipt of supplies.
• Perform general office duties such as ordering supplies, maintaining record management systems and performing basic bookkeeping work
• Operate office equipment such as fax machines, copiers and phone systems and use computers for spreadsheet, word processing, database management and other applications.
• Set up and maintain paper and electronic filing systems for records, correspondence and other material.

Requirements

• Grade 12
• Secretarial Certificate
• 3 Years relevant secretarial experience