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Senior Secretary - Pretoria

Tasiso Consulting Ltd

PURPOSE OF THE POST To provide secretarial services to Directors and render effective and efficient administrative support DESCRIPTION OF TASKS No Key result areas Activities Result indicators 1 Secretarial Support Manage the Directors’ diaries Handle outgoing and incoming calls Record messages Maintain internal and external stakeholder relations Directors kept informed of all engagements in their diaries All incoming calls screened and managed according to the Directors requirements Messages recorded accurately and timeously Stakeholders satisfied with the level of service and support received 2 Administrative Support Edit and format submissions, memos and other documents on behalf of the Directors Draft standard response on behalf of the Director Maintain workflow and filing system Respond to queries by providing the required information Organize meetings and workshops and prepare packs for such Prepare packs for all the meetings / workshop that the Directors attend Liaise with all relevant stakeholders Take minutes of meetings as required Documents edited and or formatted Standard responses drafted Easily accessible filling system maintained electronic and manual files All queries answered within 48hrs and the follows-ups to queries that have been referred done promptly Venues, catering, number of delegates, date confirmed correctly Documents for the meetings forwarded to the officials or concerned or Directors two days before the meeting or as required Invitations sent out in time and Confirmed Minutes of the meeting, events, etc. captured properly 3 Logistical Support Arrange traveling and accommodation Process traveling and subsistence claims Arrange petty cash Process office supplies for the units Assist with procurement and payment processing as required Travel booking finalized two days before traveling All traveling and subsistence claims processed accurately and timeously Petty cash arranged with approval from the Directors All office supplies requests from units processed accurately and timeously Procurement and payment made COMPETENCY REQUIREMENTS Knowledge Clear understanding of office administration activities and processes Knowledge of office administration Knowledge of public service regulations Skills Administrative skills Communication skills Good Computer skills (MS Word, Excel, PowerPoint, internet and email) Events Coordination General Office Administration Document and File Management Organising skills Personal attributes Good Interpersonal Skills Initiative Ability to work with and in teams Ability to interact with people Ability to multi task Experience At least 1 year experience in administration LEARNING INDICATORS/QUALIFICATIONS Grade 12 certificate and either Certificate or Diploma (of more than six months). Apply Now
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