Secretary, General Merchandise - Pick n Pay

Provide administrative support to the Head of General Merchandise, Senior Category Buyers, Strategic Planner HOD and the General Merchandise Team and to ensure that all Secretarial/Administrative/Support requirements are met.

Support the above to perform their responsibilities in an organised and timely fashion which is consistent within the operating practices of the organisation, the requirements of their roles and in doing so provide support to the General Merchandise division.

Duties & Responsibilities

Administrative and Document Processing

• Undertake document–processing duties, including formatting letters, memos and reports prepared by the managers to an acceptable standard of accuracy and timelines.
• Compile and type major reports incorporating information from a variety of sources.
• Prepare agenda, capturing of minutes and reporting of management meetings with technical or confidential content.
• Assist with advertising and marketing when required

• Verify monthly management account report and salary journals for any deviations and submit for sign off.
• Maintain and update, as required, department filing system which ensures that documentation is easily accessible.
• Prepare and edit business related presentations, reports, contract and submit the documents for review and final approval.
• Create purchase orders for expenses and submit invoices for processing and all other admin related processes

Communication

• Filter phone calls, answer questions and information requests in line with defined rules.
• Respond to, on behalf of the managers, straightforward correspondences, queries and enquiries within established guidelines.

Diary Management

• Arrange on request appointments, visits and travel arrangements for the department managers and team to ensure their time is used effectively.
• Co-ordinate requested internal and external meetings, store and suppliers visits for the department managers effectively.
• Compile all relevant documentation in advance to ensure smooth running of meetings.
• Co-ordinate all travel arrangements (local and international), including visa applications and relevant authorisations.

Projects and Functions

Liaise and assist with relevant stakeholders to arrange events and functions such as year-end functions, Trade Shows, Christmas range conferences etc. Participate and assist with projects assigned.

Minimum Requirements

• Grade 12/Matric or equivalent qualification
• Secretarial Diploma/Certificate 5 – 7 years of secretarial/pa experience
• Own transport essential
• Proficient with advanced MS Word, Excel, PowerPoint and Outlook skills
• SAP and BI Analysis experience an advantage
• Experience with high efficiency and accuracy of
• Experience with complex telephone systems, conference calling facilities and internal telephone transfers
• typing and word processing
• Experience with diary and travel management