Secretary - Kenilworth at Pick n Pay Stores Limited

Description

To provide executive assistance to the Managing Executive. This role requires exceptional organizational skills, a keen eye for detail, and the ability to handle sensitive information with utmost confidentiality. The ideal candidate will be proactive, efficient, and capable of managing a diverse range of tasks in a fast-paced environment.

Minimum Requirements

• Minimum of 5 years of experience as an executive assistant or in a similar role supporting senior executives
• A good typing speed and accuracy
• Relevant qualification and related experience
• Proficiency in all MS packages
• Advanced PowerPoint skills and ability to build presentations
• Good work ethic, responsible, and accountable
• Task completion

Competencies

• Exceptional organizational and time-management skills
• Strong written and verbal communication abilities
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software
• Ability to multitask and prioritize tasks effectively in a fast-paced environment
• Strong problem-solving skills and the ability to anticipate needs
• High level of professionalism and strong interpersonal skills

Key Responsibilities

Executive Assistant to the Managing Executive of Clothing:

• Managing Workday: leave for GM & HODS, KPIs, IPAS
• Ensure that leave is noted in the executive's diary: GM and HODS
• Taking minutes at meetings
• Executing presentations
• Managing the diary and reading emails
• Drafting documents and emails

Support Function to the HOD Leadership Team:

• Writing and sharing of meeting minutes
• Sending meeting invites, reminders, and any required documents
• Creating presentations for meetings; assisting HODs with presentations
• Diary management for HOD of retail and oversight
• Organizing stakeholder events (internal and external): invites, presentations, food, process and planning, certificates
• Reminding HODs and teams of important business tasks and deadlines
• Keeping the merchandising, buying, and marketing calendars up to date every week
• Creating reports when requested (Head of Ops)
• Building relationships with HODs and working with them to support their roles on a day-to-day basis

Manage and Book All Travel – Local and International for Various Teams:

• Arranging domestic and international flights, transportation, and accommodation for teams
• Loading daily allowances, sample budget
• Assisting with Visa process: documentation and sometimes appointments
• Ensuring all travel needs are completed accurately and on time to avoid financial loss

Organizing and Executing Clothing People Initiatives:

• Assisting HODs with ordering computer hardware for new starters
• Assisting new team members with PC software and liaising with the IS department
• Managing office supplies, equipment, and facilities to ensure a well-functioning work environment
• Organizing celebrations for big birthday milestones, including gifts and celebrations
• Sending birthday emails and supporting other milestones such as baby, marriage, and illness
• Organizing communication sessions/quarterly: planning, presentations, certificates, food, winners
• Arranging farewells (when required) and retirements

Manage Boardroom Meetings:

• Managing and coordinating Clothing boardroom: technology, organizing of events
• Managing the bookings of the boardroom

Customer Care:

• Working with Group Customer Care
• Sending responses within 24 hours
• Redirecting to required HODs
• Phone and resolve issues
• Forwarding compliments to operations
• Putting customers first
• Acting as a general point of contact: dealing with correspondence and phone calls