Secretary: Executive at South African Bank Note Company

Purpose:

To provide administrative and secretarial support to the Executive Manager and ensure effective functioning of the department.

Main Responsibilities (not limited to):

• Co-ordinate the day-to-day operation of the department, provide administrative and secretarial support to the Executive and Head of Department.
• Manage the daily schedule of the Executive and timeously update, distribute and keep record of all relevant documents.
• Liaise with internal and external stakeholders to coordinate various meetings and maintain a consolidated list of action items flowing from various forums, committees and meetings
• Ensures the Executive’s presentation materials are professionally prepared and communicated to relevant parties.
• Collect information from various departments in order to collate reports, documentation and presentations.
• Update dashboards to support the implementation of company quality systems, follow-up, escalate and resolve internal and external queries.
• Make travel arrangements for management, visitors and process travel claims on the system.
• Ensure compliance with relevant policies and procedures, provide support to the management on projects related to the department.

The Preferred Candidate is likely to have

• Matric
• Diploma in Office Administration / Secretarial
• 5 years’ experience in Office Administration with at least 2 years in a supporting role at Executive level

Knowledge and Skills:

• Proficient with Microsoft Office Suite
• Excellent verbal and written communication skills
• Extensive knowledge of office administration and recordkeeping systems
• Outstanding organisational and time management skills
• Understanding of executive protocol and etiquette
• Discretion and confidentiality