Executive Secretary

Duties:
Coordinating the Directors respective diary, handle incoming and outgoing communication and re-route to appropriate departments when necessary
Responding to routine correspondence within limits of authority
Screening all incoming calls, act as intermediary for Director within established guidelines and re-route issues which could be handled by the Directors subordinates
Screening all visitors to the office of the Director
Ensuring the smooth running of the office in the Directors absence by either handling or delegating important matters
Interpreting and implementing the Directors instructions and administrative requirements
Preparing professional, accurate, and high quality electronic presentations and documentation
Arranging and coordinating meetings / workshops with employees and external delegates
Making local and international travel reservations and itinerary bookings, including arranging appointments
Preparing and process local and overseas travel expense claims
Keeping a comprehensive filing system for the division and action all routine office administration, i.e. leave absence reports
Coordinating the Management update for the Division
Providing administrative support on special projects
Raising divisional orders for monthly invoices
Requirements:
Relevant 3 year tertiary qualification in Business Administration and or relevant company work experience and competencies will be considered
Sound office or business administration experience, of at least three years
Excellent typing skills and end-user computer proficiency (i.e. MS Word, Excel, PowerPoint and Microsoft Outlook) combined with advanced electronic report and presentation preparation skills