Executive Secretary - Sharon Nurock

Minimum Job Requirements:

• National Diploma in Office Management.
• Minimum 5 years as a Personal Assistant.
• Excellent administration and secretarial skills.
• Intermediate to advance in MS Office package.
• An understanding of the statutory responsibilities of running an organisation.

Competencies:

• Excellent verbal and written communication skills.
• Event management.
• Time management.
• Ability to work under pressure.
• Proactive and professional with ability to multi-task.
• Ability to work with minimal supervision balanced by an understanding of the need to keep line Manager informed of progress, workload and priorities.

Report to the Managing Director:

• Manage the Managing Director and Executive Directors diaries and schedule appointments (internal and external)
• Update and control relevant budgets.
• Prepare, reconcile and track individual expense recons and reimbursements.
• Complete necessary Gifts and Hospitality forms for entertainment.
• Schedule meetings and set up video conferencing/webinar/webex/chorus calls.
• Answer and screen telephone calls and handle telephonic requests and queries.
• Attend to customer complaints and follow-up with calls to the relevant department and customer.
• Receive visitors for the Managing Director and make all arrangements.
• Assist other Directors with work related requests.
• Maintain a database of all contact details.
• Make arrangements for meetings, including venue bookings, refreshments and prepare documents.
• Type the Managing Directors correspondence including reports, letters, memos, agendas and minutes.
• Support the MD in the preparation of all documentation required.
• Compile personal itineraries for the Managing Director.
• Follow up on issues arising in documents, minutes, including acknowledgement of receipt.
• Maintain office supplies inventory by checking stock to determine inventory level.
• Liaise with Travel Co-ordinator on arranging travel, and accommodation for the Executive team.
• Maintain Admin Archiving System.