Executive Secretary (3 Months FTC)

SUMMARY:

The overall purpose of this role is to provide:

• A professional, confidential, efficient, effective and proactive office support function to manage the operational and administrative needs of the office of the Divisional Executive and the Division.

• To enable a timeous and responsive service to key internal and external stake...

POSITION INFO:

The overall purpose of this role is to provide:

• A professional, confidential, efficient, effective and proactive office support function to manage the operational and administrative needs of the office of the Divisional Executive and the Division.

• To enable a timeous and responsive service to key internal and external stakeholders on business matters requiring focus and attention.

Qualification: 

Matric
Further Relevant Qualification (Eg Business Administration) 

Experience: 

At least have a minimum 5 years’ experience as an Office Manager/Executive Secretary in a fast paced and complex environment.

Job Related Knowledge (knowledge of systems, processes, regulations or law)

IDC policies, processes, systems procedures and business understanding
Knowledge of data and administrative management practices and procedures, business and management principles
Relevant HR Legislation (e.g. LRA, BCEA etc.)
SAPHR
Finance for Human Capital

Secretarial and Administrative Divisional Executive Support

1. Office Co-Ordination and Support

• Ensure that key operational matters and requests are handled expeditiously
• Assist to draft key memos/documents/letters of response both internally and externally
• Ensure relevant documentation is readily available as may be required to support the Divisional Executive for engagements
• Management and control of highly confidential information requiring extreme discretion and privacy of such material and/or situation

2. Customer Focus and Stakeholder Management

• Engage both internal and external stakeholders professionally, sensitively and tactfully to understand and respond to the request/business need and/or obtain additional information
• Ensure accurate record keeping and documentation trail on matters attended and responded to
• Ensure regular updates and feedback are provided to stakeholders as may be required
• Provide an efficient customer-centric service to the IDC Board, Board Human Capital and Nominations Committee (BHCNC) Chair and external stakeholders
• Ensure a professional and customer centric ‘meet and greet’ function that welcomes visitors to the IDC and leaves a positive impression and positive moment of truth on each and every individual
Develop, maintain and build effective networks and relationships with other Executives, colleagues and clients that drive trust and facilitate engagement and mutual commitment to support deliverables and outcomes as and when required

3. Learning Growth

• Proactively drive own development and understanding of the Division and the Corporation
• Participate in knowledge sharing and other forums to enhance knowledge, understanding and operations
• Regularly participate in team meetings, including highlighting issues and owning actions through to resolution.

4. Financial Prudence and Due Diligence

To ensure correctness, accuracy and timeous processing of all financial related transactions (invoices, travel claims, stationary requisitions etc.)

5.  Administrative Ad-Hoc outcomes

• Proactively assist to manage the information flow/correspondence (email, letters, memos etc.) of the office of the Executive and based on the urgency and importance of matters to alert the Divisional Executive accordingly
• To professionally and timeously respond to and manage correspondence that is routine and non-critical so as to alleviate the volume of communication proactively
• Assist in the preparation of reports, presentation slides and other documentation as may be required
• Managing the scheduling of Divisional Executives commitments and their availability in a manner that is efficient, balanced and allows for time to attend to matters outside of meetings and committee commitments
• Drafting, vetting, approval and circulation of minutes as required, ensuring accuracy and timorousness distribution
• Manage and co-ordinate events/functions/engagements in a manner that such run smoothly and seamlessly and build the brand and reputation of the Division
• Prepare/co-ordinate/edit internal newsletters, reports, documents and executive summaries and ensure conclusion and distribution of such
• Maintain a confidential, accurate, easily accessible and logical electronic and/or hard copy filing system that facilitates ease of access
• Co-ordinate travel itineraries and arrangements that ensure the Divisional Executives travel plans are practical, efficient and hassle free
• Ensure all documentation that emanates from the Divisional Executives Office are professional, accurate, consistent and presentable to be achieved

 

6.  Execution and Follow Through

• To optimize service delivery in a manner that address clients’ needs and is in line with the Customer Service Charter of the Corporation
• In all interaction and responses ensure the values of the Corporation
• To share ideas for improvement in the management of the operational and administrative demands of the Divisional Executive