Secretary - Stikland at Shoprite Group of Companies

Job Objectives    

Management Support:

• Provide comprehensive administrative support to the National Operations Manager and Divisional Managers.
• Manage their calendars, schedule appointments, and coordinate day-to-day activities.

Meeting Coordination:

• Arrange and schedule meetings, ensuring all necessary preparations are in place.
• Take accurate minutes during meetings and distribute them in a timely manner.
• Schedule appointments and boardroom bookings,

Office Coordination:

• Handle the ordering of new vehicles and maintain records of company pool cars.
• Order and purchase office supplies, IT equipment, stationery, and store equipment.
• Coordinate building maintenance when required.

Submit monthly supplier invoices for payment.

• Travel Management:
• Make travel arrangements, including flights, accommodation, and rental cars for regional managers and line managers.
• Obtain required Travel Orders' approval for travel-related expenses.

Document Management:

• Maintain an organized filing system for documents and records.
• Collate and submit necessary documents such as Viabilities and Resolutions to other Directors.

Administrative Support:

• Update and keep track of the weekend duty roster and birthday list.
• Answer calls, assist with customer queries/complaints, and take messages for the department.
• Update and maintain staff and stores contact details on the global contact list.
• Ensure contact information is accurate and accessible to relevant personnel.

Qualifications    

Essential:

• Grade 12

Desirable:

• Secretarial Diploma / Recognition of prior learning in a related field.

Experience    

• 2+ years of proven experience as a secretary or administrative assistant.
• Experience with taking minutes for meetings.

Knowledge and Skills    

Essential:

• Strong organizational and multitasking abilities.
• Excellent communication skills, both written and verbal.
• Tact, discretion and diplomacy.
• Strong relationship-building skills.
• Computer literate - MS Office.
• Solid administration and compilation skills. 
• High attention to detail.
• Excellent time management.
• Able to deal with pressure.