Temp Executive Secretary at Liberty Group South Africa

Purpose

We are looking for a competent Temporary Executive Secretary to deliver secretarial support services of a business and personal nature to an Executive through the execution of predefined objectives as per agreed standard operating procedures (SOPs).

Key Responsibilities

• Manages diaries, schedules meetings, and arranges travel for the Executives to optimize work performance.
• Subject to the Executive’s requirements, manages inbox and responds to general day to day queries on behalf of the Executive and directs email as required.
• General duties include coordination of internal and external venues for meetings, lunches, and functions. Minute taking, typing, editing and signoff.
• Communicates written and verbal responses on behalf of the senior executive. 
• Liaise with peer EAs for incoming Executive travelers in respect of accommodation, local commuting, and other requirements.
• Processes and/or coordinates completion of expense claims and processing of vendors requests with the vendor management team in a timely manner.
• Handles internal and external inquiries to support high level of customer satisfaction and communication.

Additional Responsibilities

• Supports continuity of administrative work by documenting and communicating needed actions and processes to management, discovering irregularities, and maintaining confidentiality of sensitive information.
• Resolves administrative problems by analyzing information and identifying and communicating solutions to enhance performance.
• Oversees office allocation of resources and ordering of consumables.
• Provides peer review of documents before final production/distribution to ensure quality control of final product.
• Partners with business and office leadership in addressing the office support needs.
• Undertakes more complex administrative duties with specific projects as required. 

Minimum Experience

• 5 years of experience supporting multiple executive-level management.
• Planning & Organising, Communicating with Impact, Ability to work through change, ability to take minutes
• Excellent organizational and time management skills to manage multiple responsibilities and work efficiently under limited supervision. 
• Proven written and verbal communication skills to effectively interact with internal and external customers and colleagues. 
• Ability to interact with C suite level executives. 

Additional Experience

• Maintains a high level of professionalism, integrity, trust, and confidentiality. 
• Ability to handle multiple tasks and prioritize effectively, across multiple managers. 
• Detail oriented to ensure accuracy. 
• Excellent computer skills and the ability to navigate through multiple systems without assistance. 
• Proficient in Microsoft Office. 
• SAP
• Diligent
• O365
• MS Office

Minimum Qualifications

• Matric (Grade 12) required,
• Any relevant NQF Level 6 qualifications
• Executive Assistant qualification an advantage 

Competencies

Liberty Group Limited is an equal opportunity, affirmative action employer. In compliance with the Employment Equity Act 55 of 1998 and the group's Transformation Strategy, preference will be given to suitable candidates from designated groups whose appointments will contribute towards the achievement of equitable demographic representation of our workforce profile and add to the diversity of the organisation.