Temporary Executive Secretary - Liberty Group Limited

We are looking for a competent Temporary Executive Secretary to deliver secretarial support services of a business and personal nature to an Executive through the execution of predefined objectives as per agreed standard operating procedures (SOPs).

Key Responsibilities

• Manages diaries, schedules meetings, and arranges travel for the Executives to optimize work performance.
• Subject to the Executive’s requirements, manage inbox and respond to general day-to-day queries on behalf of the Executive and direct email as required.
• General duties include coordination of internal and external venues for meetings, lunches, and functions. Minute taking, typing, editing and signoff.
• Communicates written and verbal responses on behalf of the senior executive. 
• Liaise with peer EAs for incoming Executive travellers in respect of accommodation, local commuting, and other requirements.
• Processes and/or coordinates completion of expense claims and processing of vendors requests with the vendor management team in a timely manner.
• Handles internal and external inquiries to support high level of customer satisfaction and communication.

Additional Responsibilities

• Supports continuity of administrative work by documenting and communicating needed actions and processes to management, discovering irregularities, and maintaining the confidentiality of sensitive information.
• Resolves administrative problems by analyzing information and identifying and communicating solutions to enhance performance.
• Oversees office allocation of resources and ordering of consumables.
• Provides peer review of documents before final production/distribution to ensure quality control of the final product.
• Partners with business and office leadership in addressing office support needs.
• Undertakes more complex administrative duties with specific projects as required. 

Minimum Experience

• 5 years of experience supporting multiple executive-level management.
• Planning & Organising, Communicating with Impact, Ability to work through change, ability to take minutes
• Excellent organizational and time management skills to manage multiple responsibilities and work efficiently under limited supervision. 
• Proven written and verbal communication skills to effectively interact with internal and external customers and colleagues. 
• Ability to interact with C suite level executives. 

Additional Experience

• Maintains a high level of professionalism, integrity, trust, and confidentiality. 
• Ability to handle multiple tasks and prioritize effectively, across multiple managers. 
• Detail-oriented to ensure accuracy. 
• Excellent computer skills and the ability to navigate through multiple systems without assistance. 
• Proficient in Microsoft Office. 
• SAP
• Diligent
• O365
• MS Office

Minimum Qualifications

• Matric (Grade 12) required,
• Any relevant NQF Level 6 qualifications
• Executive Assistant qualification an advantage