Executive Secretary: Acquisition Reference Number: 9993125 needed at Armscor

CRITICAL PERFORMANCE AREAS:

Office Administration

• Maintain office administration systems and processes. 
• Maintain office supply inventory by checking stock to determine inventory level; order new stock and verify receipt of supplies. 
• Co-ordinate inputs for monthly and quarterly reports and hand over to manager to write reports. 
• Monitor operational budget spent per month and inform manager of risk areas and ensure that purchasing is done against the right budget. 
• Update and maintain divisional records such as leave, telephone accounts and time and attendance, and report to manager as and when interventions are required. 
• Responsible to travel arrangements and S&T for manager and divisional members. 

 Information Management

• Maintain filing system (electronic and hard copy) in line with the Master Record Structure. 
• Enters, retrieves, update information on electronic files as per instruction. 
• Sort, open and distribute incoming mail. Locate and attach appropriate files to incoming correspondence requiring replies. 
• Receive, examine and distribute invoices, faxes, correspondence and place on divisional filing system. 
• Maintains customer confidence and protect operations by keeping information confidential. 

Admin: Secretarial

• Typing and preparing documents, reports, presentations and general correspondence. 
• Arrange meetings on behalf of manager and team members. 
• Book venue for meetings on behalf of manager and team members. 
• Organise and service meetings (produce agendas, take minutes, arrange refreshments) on team / divisional level. 
• Prepare and distribute additional documents for meetings. 
• Take minutes, distribute minutes of meetings after it has been checked by the chairperson of the meeting. 
• Manage diaries and make appointments. 
• Prepare presentations on PowerPoint. 

 Liaison

• Receive and screen visitors and telephone calls, takes messages (telephonically and other), distribute it to the relevant person(s) and assist with queries and/or refer.
• Liaise with staff in other departments and with external clients, service provider’s etc.

General Support

• Photocopy and print various documents, sometimes on behalf of other colleagues. 
• Ensure office equipment is operational through various support divisions. 
• Perform ad hoc tasks as and when required.

 Process Improvement

• Maintains secretarial knowledge by attending educational workshops; reading secretarial publications and making recommendations for improvements.

 Coaching

• Coaching and guidance of managers and members of the team with regard to MS Office Suite. 

QUALIFICATION

• Grade 12
• Minimum Secretarial Diploma at the Tertiary level (NQF Level 6)
• BTech Admin or BAdmin or BSocial Sciences will be an added advantage

 EXPERIENCE:

• 3 – 4 years’ secretarial experience

 SKILLS & KNOWLEDGE:

• Relevant secretarial experience reporting to middle level management (D-upper) or higher
• Office administration
• Computer literacy (Excel, Word, PowerPoint, or equivalent software tools)
• Fluent in English (Spoken and written)