Executive Secretary at Astron Energy (Pty) Ltd.

Perform executive, business management and administrative support to the CEO and CFO executive office. Provide support to the CEO, CFO & EXCO as a whole

• Provide direct support to other EXCO Leadership team if required
• Manage travel expenses for CEO & CFO
• For CEO & CFO, this includes daily coordination
• This includes travel arrangements, event management, procurement, screening calls and re-routing as required,
• Understands the operations within the department to direct calls appropriately, minimizing the impact on management
• Manage day to day communication
• Calendar management

Fiscal Administrative Support

• Prepare Systems, Applications, and Products (SAP) purchase orders.
• Prepare Expenditure Requests and data for purchase of equipment that forms part of Capital.
• Control all office expenditure and implement cost control processes relating to telephone, photocopy, courier services and stationary costs.
• Process and reconcile all CEO & CFO travelling expenditure.
• Prepare documentation for meetings and workshops to be attended/convened by the CEO, CFO & Board.
• Maintain internal contacts with EXCO, Leadership Team, and staff at all levels.
• Obtain and print material/information for monthly performance reports.
• Anticipate CEO, CFO & EXCO’s “need to know” requirements before visits, meetings and trips.
• Compiles pre-reads, agendas (which include the Board) etc.
• Screen telephone calls, internal and external correspondence before presenting to the CEO & CFO and action those which do not require his attention, even during his absence from office.
• Make telephone calls for and on behalf of the CEO & CFO.
• Assist in disseminating work requests.
• Monitors all exception time [vacation, sick days and emergency leave]
• Maintains electronic diary for CEO & CFO and other managers
• Screen e-mail messages for CEO & CFO during their absence and ensures that urgent messages are appropriately actioned. Uses discretion to forward messages to appropriate areas.
• Prepares expense reports for CEO & CFO

Transactional Administration

• Book outside training/events for management on request.
• Prepare and submit monthly reports.
• Maintain confidentiality of sensitive information.
• Drive Admin Forum

Professional Qualification and Certifications:

• Business Administration/Management, or other tertiary qualification.

Work Experience:

• 5 - 8 years’ experience in a corporate environment
• In a business administration and or project management role

Knowledge and skills:

• Proficiency in MS Office (Word, Excel, PowerPoint, Visio, Electronic Mail and Calendar, and Projects)
• Knowledge of SAP R/3
• Knowledge of Concur
• Ability to work under pressure (essential)
• Strong initiative and ability to think and work independently (essential)
• Strong Planning and organizing skills (critical)
• Strong Customer relationships and interactions skills (critical)