Secretary - CFO (Maternity Cover - 4 Months) at Shoprite Group of Companies

Job Objectives

Events Coordination:

• Lead the planning and execution of large-scale events, such as conferences or corporate retreats.
• Develop strategic event plans, including timelines, resources, and contingency plans.
• Manage a team of support staff and volunteers, providing training and guidance.
• Conduct post-event evaluations to assess outcomes and identify areas for improvement.
• Foster relationships with key stakeholders and sponsors to enhance event success.

Stakeholder Engagement:

• Welcome clients and visitors with professionalism and attend to all calls promptly.
• Establish good relationships with teams, internal and external stakeholders to uphold office efficiency and effectiveness.
• Serve as the primary liaison between internal and external teams, clients, and vendors, ensuringtimely and efficient handling of queries and requests.
• Facilitate the seamless exchange of information among stakeholders.
• Offer comprehensive administrative support to the leadership group and their teams to promoteeffective and efficient operations within the organisation.

Communication Facilitation:

• Prepare and maintain attendance records, minutes, agendas, and other meeting content and datafor presentation.
• Provide assistance to Senior Managers with diary management.

Document Management:

• Categorise documentation based on relevance and accessibility.
• Review existing document management systems to ensure compliance and efficiency.
• Maintain organised records to support easy retrieval and reference.
• Optimise documentation processes to streamline information flow.

Project Management:

• Monitor project timelines and deliverables to ensure adherence to schedules.
• Resolve any issues or obstacles that arise during project execution.

Process Improvement:

• Proactively plan and execute the efficient running of the office to ensure a well-maintained officeenvironment that meets the requirements of the team.
• Co-ordinate all administrative tasks for onboarding and termination of team members.
• Process invoices, raise Purchase Orders (POs), and follow up on payments where required.
• Maintain records of payments and financial activities and support with the compilation of financial reporting.

Strategic Planning Support:

• Compile and capture data for monthly and quarterly reporting purposes.
• Undertake research as requested by General Manager direct reports.
• Coordinate and support the identification and execution roll-out of improvement projects.

Qualifications

• Degree or Diploma in Office Management or a related field - (essential).

Experience

• 2-4 years’ experience in supporting and executive role with a good understanding of project services.