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Executive Secretary - Contract

Vacancy Details

Reference No.

LT

Synopsis

Our client, an international financial services, is currently seeking a dedicated individual to assume the role of an Executive Secretary. The successful incumbent will have completed a Bachelor’s degree in Business Administration or equivalent.

Description

Duties and Responsible:

Under the overall administrative supervision of the Regional Director, the duties and responsibilities of the Secretary to the Regional Director are revised and include the following:

  • Provide a complete secretarial and administration service to the Regional Director regarding EARC and all the field offices in the region to facilitate processes and allows him to concentrate on mainstream activities.
  • Provide a complete correspondence service, routing correspondence to and from the EARC and other field offices in the region as necessary and drafting replies where appropriate to ensure that all mail is dealt with efficiently.
  • Observe confidential procedures and registers and track accountability documentation to ensure security and control.
  • Meetings and Appointments: Scheduling of Director's high level meetings and consultations; regional meetings with EARC countries; weekly Regional Leadership Team meetings (VC). This now involves liaising with other EARC countries and high level offices in Tunis and coordinating VC hook-ups in liaison with IT & Telecommunication Assistant.
  • Regional office workflow co-ordination: coordination of correspondence. Receiving correspondence addressed to the Director- EARC from the HQ and other field offices and disseminating documents and information to the HQ and the other field offices in the region.
  • Communicate Regional Director’s messages to various staff, departments, and the other field offices in the region as well as the other international organisations.
  • Receive and screen both internal and external telephone calls, letters and visitors for the Regional Director; answer routine question and furnishes information as necessary to ensure availability of data and efficiency of service.
  • Make travel arrangements in a timely and effective way including booking itineraries, venues, ensuring most effective use of Regional Director’s time within the EARC office and the other field offices in the region as well as his travel to the HQs.
  • Establishes and maintains recording, filing and retrieval system; for all the documentation coming to the EARC from the HQs, Government and other international partners as well as from the other field offices in the region to ensure the office functions effectively and efficiently.
  • Provide a time management / diary service for the Regional Director and keep tabs on all the meetings he has with the Field offices in the region to ensure ability to attend to all key meetings at the appointed time. Maintain database and spread sheets files for the regional director.
  • Mission creation and accountability for the Regional Director and other staff in the region
  • Under SAP MM management -Has the purchase requisitioning role
  • Participation in the organisation and management of high level events/meetings
  • Back up for the Front Office Secretary and Secretary/Receptionist

Requirements

Minimum requirements:

  • Completed Matric
  • Completed B.Com Degree - business related
  • Administration experience 

Position Type

Contract < 6 months

Work Level

Skilled

Salary

Market Related

Industry

Banking/Finance And Investment

Salary Type

Monthly

Package

Basic Salary

Affirmative Action

No

Geographic Location

Gauteng