Our client in the automotive industry based in Uitenhage is currently looking to employ and Executive Secretary.
Job Description
Job Title: Executive Secretary to Director
Responsibilities:
Responsible for providing an extremely high level of professional administration services to the Director’s office, the position entails:
- Coordinate the Director’s respective diary, handle incoming and outgoing communication and re-route to appropriate departments when necessary
- Respond to routine correspondence within limits of authority
- Screen all incoming calls, act as intermediary for Director within established guidelines and re-route issues which could be handled by the Director’s subordinates
- Screen all visitors to the office of the Director
- Ensure the smooth running of the office in the Director’s absence by either handling or delegating important matters
- Interpret and implement the Director’s instructions and administrative requirements
- Prepare professional, accurate, and high quality electronic presentations and documentation
- Arrange and coordinate meetings / workshops with the company employees and external delegates
- Make local and international travel reservations and itinerary bookings, including arranging appointments
- Prepare and process local and overseas travel expense claims
- Keep a comprehensive filing system for the division and action all routine office administration, i.e. leave absence reports
- Coordinate the Management update for the Division
- Provide administrative support on special projects
- Raise divisional orders for monthly invoices
Minimum Requirements:
- Hold a relevant 3 year tertiary qualification in Business Administration from a recognised institution
- Sound office or business administration experience, of at least three years’ experience
- Display excellent typing skills and end-user computer proficiency (i.e. MS Word, Excel, PowerPoint and Microsoft Outlook) combined with advanced electronic report and presentation preparation skills
- Have well-developed communication skills, both written and oral, with an excellent command of the English language.
- German language proficiency advantageous
- Have good interpersonal skills
- Have the ability to perform effectively under pressure
- Have the ability to work on own, display initiative and take accountability for own actions
- Present with a professional demeanor, be diplomatic and display an appropriate understanding of cultural diversity
- Be flexible to work outside of normal office hours when required
- Have an excellent attendance record
- Display good organizing and planning skills, with strong attention to detail
- Be able to maintain confidentiality and integrity