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Position Title: Executive Secretary to the CEO

Job Summary Statement/Purpose:
As Executive Secretary to the Chief Executive Officer (CEO), you will be responsible for the effective and efficient day-to-day management and organisation of the CEO’s activities and business. This will include acting as the main point of contact for the CEO, complex diary management, organising and supporting high-level senior meetings; prepare reports and presentations. The purpose of the role is to deliver effective comprehensive secretarial and administrative support to the CEO and his office.

Current Status: Closed

Contract Type: Permanent

Closing Date: May 25, 2022

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Qualifying Criteria

1. CEO Office Management
• Assists the CEO with daily administrative duties and complete a broad variety of administrative tasks that include managing an active calendar of appointments, completing expense reports, composing and preparing correspondence.
• Arranging complex and detailed travel plans, itineraries and agendas and ensuring that all bookings are communicated effectively within Sasria travel policy.
• Meticulous co-ordination of meetings and logistics involving the CEO internal and external to Sasria and compiling documents for those meetings.
• Communicates directly and on behalf of the CEO with Board members and other stakeholders.
• Draft agenda and minutes of meetings.
• Drafts reports, presentations, letters, proposals, prepares and coordinates written communication with stakeholders.
• Processes reimbursements applicable to CEO and CEO office.
• Prepare, review, proofread, and edit documents prepared for the CEOs signature.
• Manage the CEO’s office activities, which include coordinating lunches, staff quarterly meetings etc.
• Provide assistance needed to front desk operations including but not limited to, answering phones, accepting package and other deliveries, lunchtime relief, and greeting and signing in visitors/guests.
• Acts as liaison between the CEO and direct reports by transmitting directives, instructions and assignments and following up on the status of assignments.
• Deal with queries/complaints where necessary.
• Compile and safeguard records for the CEOs office.
• Deal with Board Secretaries within Sasria and external organisations.

2. Administrative support
• Prepare and type documents (for internal or external use) in accordance with the established Sasria standards and branding guidelines.
• Organise and attend to photocopying, printing, binding and deliveries of documents by messengers and couriers.
• Ensure that divisional information is kept up to date on the Intranet.
• Assist with other ad hoc duties as and when required.
• Manage stationery orders.
• Coordinates trainings and seminars run by the CEOs office.
• Ensure proper E-filling of general divisional documents as well as performance management documents.
• Collate reports submitted by Managers and Executives to the CEO.
• Compile reports as per required format – monthly/weekly.
• Coordinate transport for functions.
• Submit reports for authorisation on or before report deadlines.

• Matric coupled with a relevant post matric qualification.
• Advantageous: Post Matric qualification (Degree/ Diploma.

• 2 – 3 years in administrative and salvage management role.
• Computer literacy advantageous.

• Secretarial and administrative environments.
• General knowledge of Sasria’s policies and procedures.
• Ability to follow, apply, interpret, and explain instructions and/or guidelines.
• Knowledge of filling plan methods.
• General knowledge of company governance structures.

• Customer service.
• Interpersonal skills.
• Minute taking.
• MS Office.
• Telephone etiquette.
• Virtual collaboration to help stay in touch while working remotely.
• Tech-capable competencies to navigate remote working tools.
• Time Management.
• Administration Communication.

• Ability to handle confidential matters with tact and professionalism.
• Drive for results.
• Attention to detail.
• Team working.
• Customer Centric.
• Upholding standards.
• Managing work.
• Managing risk.
• Emotional resilience.
• Handling conflict.
• Continuous learning.
• Managing information.
• Ability to self-direct and stay focused while working independently.
• Dependable and trustworthy to get the job done, unsupervised.

  •  A South African citizen of any gender, preference will be given to an EE candidate.
  • The role will be in Illovo, Johannesburg.