Position Short Description

This role will play a critical role in handling the daily organizational and administrative duties for a General Secretary at MIBCO as well as two Executive members. The primary responsibility to start with, will be acting as a first point of contact for callers, attending to emails and phone calls by responding, passing on messages or highlighting them for General Secretary’s attention. Managing diaries and organizing meetings and appointments, getting quotations and invoice payments, reconciliation of corporate card, venue bookings, events arrangement and often controlling access to the General Secretary.

Duties and Responsibilities

• Calendar Management: Organizing and managing the executive’s schedule, including scheduling meetings, appointments, and events. This often involves coordinating with other team members or external parties.
• Travel Arrangements: Making travel arrangements such as booking flights, accommodations, transportation, and handling any necessary visa or passport arrangements.
• Communication Management: Screening and managing incoming calls, emails, and other correspondence. They may draft responses, prioritize messages, and ensure that important communications are brought to the executive’s attention in a timely manner.
• Administrative Support: Providing general administrative support such as maintaining files and records, preparing documents and reports, and handling expenses and reimbursements.
• Meeting Coordination: Assisting with the preparation for meetings, including compiling agendas, preparing materials, and taking minutes. Follow up on action items and ensure that deadlines are met.
• Relationship Management: Building and maintaining relationships with key stakeholders, both internal and external to the organization. This may involve acting as a liaison between the executive and clients, parties, and employees.
• Research and Information Gathering: Conducting research on various topics as needed, compiling information, and preparing summaries or briefs for the executive’s review.
• Project Management: Assisting with project coordination and tracking progress on various initiatives. This may involve coordinating with other team members, tracking deadlines, and ensuring that tasks are completed on time.
• Confidentiality and Discretion: Handling sensitive information with discretion and maintaining confidentiality on matters pertaining to the executive and the organization.
• Problem Solving: Being able to anticipate problems and proactively address them, as well as being resourceful in finding solutions to challenges that arise.
• Tech Savvy: Proficiency with various software and tools, such as Microsoft Office suite, calendar applications, project management software, and communication platforms.
• Adaptability: Being flexible and adaptable to changing priorities and situations and being able to multitask effectively.
• Gatekeeping: Screening visitors and calls to determine their priority and relevance to the executive’s schedule and responsibilities

Required Skill/Experience/Competencies  

• The ability to effectively manage multiple tasks, prioritize responsibilities, and meet deadlines is essential.
• Excellent written and verbal communication skills are for effective communication with the executive, colleagues, clients, and other stakeholders. This includes the ability to draft professional emails, memos, and other correspondence.
• A personable and professional demeanor for building and maintaining positive relationships with others.
• The ability to identify problems, analyze situations, and develop solutions for handling the challenges that arise in a fast-paced work environment.
• Being detail-oriented to ensure accuracy in tasks such as managing calendars, preparing documents, and coordinating travel arrangement, so attention to detail is crucial.
• Proficiency with various computer software and office equipment for carrying out administrative tasks efficiently. This includes familiarity with word processing, spreadsheet, and presentation software, as well as calendar and email applications. (Successful candidates will be tested before appointment)
• Handle sensitive information and must always maintain confidentiality. Trustworthiness and discretion are essential qualities for this role.
• The ability to adapt to changing priorities, deadlines, and situations in a dynamic work environment and must be flexible and able to adjust their plans and priorities as needed.
• Effective time management to juggle multiple responsibilities and ensure that tasks are completed in a timely manner. This includes the ability to prioritize tasks and allocate time efficiently.
• To serve as representatives of the executives and the organization, so professionalism is essential. This includes dressing appropriately, maintaining a positive attitude, and demonstrating integrity in all interactions.

Requirements

Qualifications Required

• Must have Matric or NQF Level 4
• A qualification in Business Administration, Executive Secretary, Legal or related field.
•  Minimum of 5-10 years of experience in Executive Assistance role
• Microsoft Office Certificate (optional)