Secretary to COE & CFO, Johannesburg

Introduction:

A position has become available for a secretary to COE & CFO based at Company Head office

Critical Outputs:

Extensive secretarial duties, including typing and formatting correspondence and documentation, incoming mail & out-going courier.

Diary management for COE & CFO, arranging meetings – agenda, venue, equipment & catering, meeting packs,

minute taking & compiling.

Arrange Board meetings, board packs & distribute as needed during the year.

Arranging conferences when required.

Designing and formatting of presentations and reports.

Creating and updating relevant spreadsheets in MS Excel.

Client liaison and communication and telephonic enquiries.

Administration of Company's contracts

Manage contract process according to DOA and assist with final sign off after commercial process is done.

Submit contracts for EM noting/approval.

Manage final contract sign off for CEO & COO

Work with contract coordinator to get final contract & cover sheet in place for sign off.

Assist with final sign off on any SBD/RFQ/tender documents.

Assist with Lease sign off and approval.

Managing and maintaining and efficient electronic filing system.

General office administration functions.

Manage storeroom & Stationery.

Manage payment for Waltons and other invoices received on a monthly basis.

Oversee all incoming mail from mailroom and other deliveries.

Manage Courier bookings for Company Head office.

Book on relevant courier site

Track and trace parcel

Ensure invoices are approved and processed.

Administration of Company's clinic forms.

Deal with supplier on all CM proofs and update of proofs when needed.

Travel arrangements for all Company staff

Manage approvals.

Complete credit card statements and usage forms at the end of each month

Manage credit card spend.

Assist with payment of subscriptions and renewals when needed.

Ordering of Netflorist gifts when needed.

Other ad hoc duties

Ordering and distributing of name badges & business cards.

Ordering of long service award frames and printing of certificates

Portal management & updates

Invoice tracking

Invoice uploading

Filling in of Client Vendor documentation

Conduct Lexis Nexis checks for all onboarding employees where required (Lexis Nexis training needed)

Place Adverts on gateways and manage Advert distribution.

Requirements:

Secretarial qualification

At least 5 years' experience in a senior secretarial role

The ability to work independently and use own initiative.

Good telephone manner and communicate skills.

Experience in resolving queries and dealing with people.

Excellent organization and interpersonal skills.

MS Excel experience e.g. Tables, formulas, graphs etc. and an excellent understanding of MSOffice as well as good computer skills in general.

Working experience in a similar environment.

Good administration skills and attention to detail.

Patience, appropriate assertiveness, deadline driven, good organization skills with the ability to implement new ideas will be most suitable for this position.

Initiative, logical thinking and analytical ability essential.

Customer orientation, focus, teamwork, accuracy, and attention to detail complete the profile.

Competencies:

Problem-solving, analysis and judgment

Resilience

Teamwork

Influencing skills

Business insight

Drive and energy

Excellence orientation

Ethical behavior

Building relationships & networking

Customer responsiveness

Verbal & written communication skills