Job description

• Office Management: Act as first point of contact, representative and information source for the executive’s office, and respond to basic queries and requests for information and meetings;  Receive and welcome guests and visitors courteously and efficiently; Screen all incoming calls of the executive and divert or take messages. Respond to queries where possible on behalf of the executive in their absence; Arrange meetings, prepare agendas when required, obtain inputs from all parties concerned, and ensure that all relevant documentation is in order; Manage and maintain the executive’s schedule with due consideration of the Corporate Calendar and relevant events, demonstrating an awareness and understanding of business priorities and challenges. This includes daily time management and consultation with relevant stakeholders to ensure optimisation of the executive’s time, availability and contribution; Maintain a proper system for handling the receipt and distribution of incoming and outgoing mail, emails, and publications; Maintain the ISO filing system of the department and update the ISO Quality Manual and Management Reference files; Compile performance contracts for management team members as instructed; Maintain effective and secure e-filing of documents for fast retrieval of data and information; Utilise office equipment and technology efficiently and ensure that it is maintained and functioning optimally at all times; Organize /obtain business documentation for important strategic meetings, and arrange or obtain required materials, data, and information. Obtain critical business information when needed  to ensure that meetings run effectively; Arrange and coordinate local and international travel, accommodation and subsistence for the executive when required, including currency and account reconciliation; Handle highly sensitive and confidential financial, legal, personnel and institutional information exercising the required discretion; Continually review and suggest changes to office management practices in order to streamline operations and enhance effectiveness; Order stationery, refreshments, office equipment and any other necessities for the executive’s office when required; Ensure that adequate levels of the required stationery are maintained; Arrange and coordinate leadership development plans and sessions as required.
• Administration: Prepare and process documents and correspondence using appropriate MS Office packages within the required timelines for review and approval by the executive:  Distribute to relevant parties,   Liaise with courier services for delivery, Follow up with intended recipients to ensure receipt thereof; Draft standard letters, memorandums and other communication as instructed; Gather data and information from various sources and generate requested documents accurately and timeously; Coordinate and quality assure reports compiled by management team members and ensure timely submission to the Company Secretary; Proof-read documents when requested; Take minutes of meetings when required and distribute to all attendees; Prepare a basic expense report for the executive’s office including variances to the budget on a monthly basis, monitor the flow of funds and keep the executive updated and informed; Compiling quarterly reports for business units as required; Compile ad hoc reports as required in line with relevant guidelines; Prepare correspondence timeously and as instructed for review and approval by the executive; Develop PowerPoint and Excel presentations when requested.
• Stakeholder Relations Management: Establish and maintain sound relationships with all relevant stakeholders including Exco members, the divisional management team, and relevant staff and stakeholders;  Liaise with and engage relevant stakeholders courteously and competently in dealing with issues and queries, assisting with communication to and from the executive’s office, and managing incoming and outgoing instructions and responses to and from the executive; Follow executive office protocol at all times,  i.e. the way things are done in terms of executive office management processes, practices, and in managing stakeholder relationships;   Ensure that the ATNS corporate identity is accurately reflected in and around the executive’s office, i.e. in brochures, booklets, stationery, etc; Liaise and interface with relevant internal and external stakeholders such as suppliers, government officials, and other executives, conveying information accurately, competently and courteously whilst maintaining the required level of confidentiality and discretion; Maintain effective communication channels at all times to keep the executive informed of important issues whether in the office or travelling

Minimum requirements

Minimum Formal Qualifications:

• Grade 12
• 1-year Secretarial qualification is required 
• 3-year Secretarial Diploma including Office Management or equivalent qualification will be an advantage

Minimum Years of Experience:

•   Minimum 6 years’ experience in a secretarial role
•  Experience in the running and coordination of a senior manager /executive’s office is required