Secretary

The role of the Secretary is to coordinate and provide support to the team. A resourceful and flexible approach is required. The position requires a high degree of responsibility, discretion, and confidentiality. The areas of focus may include driving the identification and implementation of process improvements, policies, and procedures, managing relationships with various teams. The incumbent is required to be able to work on their own initiative, be self-motivated and proactive.  

 

Role Description 

• Organise and schedule appointments and meetings and ensure all meeting arrangements are in place (e.g. meeting invites; links shared with relevant stakeholders, meeting rooms booked, access to office arranged, etc.).   

• Coordinate travel arrangements inclusive of air-ticket, hotel accommodation, visa arrangements, claims etc. 

• Execute general administrative duties including typing, copying, binding, scanning, etc.  

• Type, prepare and compile relevant documentation (i.e. reports, presentations, correspondence, memos, minutes etc.) 

• Receive, sort, and distribute e-mail and assist with any related correspondence.  

• Ensure urgent communication requests are prioritised and attended to. 

• Compiling data to be presented to stakeholders. 

• Maintaining effective records and administration. 

• Produce and distribute correspondence including memos, letters, and forms. 

• Compile accurate minutes of meetings and distribute timeously.  

• Compile, control, presenting and filing of payment requirements, quotes and expenses. 

• Develop and maintain filing systems for all relevant documentation including computer and manual filing systems. 

• Suggest and implement new initiatives to support the development of the role as required. 

• Ensure that all tasks/duties are carried out in accordance with outlined procedures and standards. 

• Provide administrative support to ad-hoc events and/or projects. 

 

Qualifications and Experience 

• Grade 12 certificate – (essential).   

• Diploma in general administration – (preferred).   

• +2 years’ experience in an administration role with good exposure and knowledge of general administration office practices, tools and processes – (essential).   

• Strong level of proficiency with MS Office (Outlook, Excel, Word, PowerPoint) – (essential).      

• Experience in a retail or FMCG environment – (desired).