Executive Secretary - Westville at RCL Foods

Job Description    

• The purpose of the role is to perform secretarial support and administrative support functions to the x5 Directors.

Minimum Requirements    

• Secretarial or Office Administration Diploma.
• 5+ years secretarial related working experience essential.
• Advanced Computer literacy: Microsoft Word, Excel, PowerPoint and Outlook, and advanced PowerPoint presentation certificate and experience.

Knowledge:

• Office administration practices.
• Document, presentation, report and database creation.
• Interpersonal skills.
• Strong verbal and written communication in English.
• Office administration skills relating to client relations and liaison, function organisation, equipment management, logistical scheduling, telephone etiquette, minute taking, filing and record keeping.
• The ability to perform detailed clerical and administrative work with accuracy and speed.

Duties & Responsibilities    
Office Activity Scheduling and Planning:

• Maintain the Director calendar; schedule executive and broader management and stakeholder meetings; and establish critical event priorities for scheduling purposes.
• Interact internally (executive management and the broader functional management team) and externally (business, vendors, government representatives and regulators) to confirm arrangements and programmes.
• Coordinate the booking of venues for meetings.
• Coordinate the décor and layout, food service, invitations, functions and meetings.
• Brief the Director on the status of events with respect to confirmation of the guest lists, agendas, schedules of events, speeches, etc.
• Ensure universal standards of professionalism and confidentiality are maintained at all times and that decisions and actions taken on behalf of the Director are executed in accordance with company policy.

Executive Support to the Director:

• Prepare correspondence on the Director’s behalf.
• Commission work on the Director’s behalf.
• Manage the Director’s electronic diary.
• Prepare supporting reports.
• Make conference bookings.
• Administer vehicle logs, travel, cell-phone and medical claims and ensure submission to the appropriate section for payment, when necessary.
• Organise travel and prepare complex travel itineraries for the Director.

Teamwork and Self-Management:

• Take ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning and prioritising, and self-development.
• Follow through to ensure that quality and productivity standards of work are consistently and accurately maintained.
• Inform relevant parties in the event of tasks or deadlines not met, the potential risks thereof and provide appropriate resolution.
• Support and drive the business core values.
• Manage colleagues and client’s expectations and communicate appropriately.
• Demonstrate willingness to help others and “go the extra mile” to meet team targets and objectives.