Executive Secretary

Purpose of the job

To provide an efficient, comprehensive, high-level professional secretarial and administrative service to meet the requirements of the Manco and Senior management teams.

To manage the operational and administrative responsibilities of facilities and reception to support the coordination of all required operational duties.

Required outputs: Functional

• Maintain a professional, confidential, efficient and integral support to the Manco Team.
• Keep Manco electronic diaries up to date, schedule meetings and events as well as relevant appointments.
• Screening calls, assist with queries, and pass on queries to the relevant person where applicable.
• Preparing Manco and senior management packs.
• Organizing cross functional meetings, company events or conferences, including room preparation, and coordination of catering requirements.
• Act as the principal liaison person between the Manco and other stakeholders.
• Keep and maintain an accurate record of papers and electronic correspondence on behalf of Manco.
• Minute general meetings as required for the Manco team.
• Serve as the primary liaison between Manco and the Travel Agent Services, ensuring seamless coordination and execution of all corporate travel arrangements.
• Arrange all Manco’s local and international travel arrangements: flight bookings, hotel

accommodation, car hire and itineraries.

• After-hours contact for emergency travel support.
• Responsible and accountable for the company forex administrative process, receipt and issue of forex to Manco.
• Oversee and coordinate local and foreign travel claims for Manco.
• Manage the receptionist function, ensuring professional front-desk operations, effective visitor management, and a high standard of customer service.
• Manage administrative duties of office supplies, stock control of office consumables to ensure availability, cost-efficiency and optimal usage.

• Managing cost center budgets for Service Charges and Building.
• Ensure compliance with governance and compliance policies and procedures
• Provide day-to-day ad hoc support related to business operations.

Qualifications, Knowledge and Skills Requirements

• Matric
• Post matric qualification preferably in Office Management or equivalent.
• Minimum of 5 years’ experience in an Executive assistant role.
• Advanced computer literacy and experience in MS Office
• Working knowledge of Adobe Acrobat Pro, Power Bi, TravelIt etc.
• Very good command of the English language (spoken and written).
• The ability to interact effectively at all levels.
• Document Control system knowledge.
• Good Administration skills.

Personal attributes

Competencies (skills, knowledge and characteristics)

• Effective communication skills
• Multitasking abilities
• Excellent analytical and problem-solving skills
• Positive self-image
• Systems-oriented
• Confidentiality

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