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Secretary

Retail Industry

City of Johannesburg, Gauteng 11 June

SEM INVESTMENT ENTERPRISE

  • Description



  • Key Objectives

    · Administrative support to team and company initiatives as required
    · Play a role in assessing/testing and implementation any new firm-wide systems, processes, projects or protocols.
    · Assist to ensure all team members complete monthly staff report, with signature.
    · Ensure company practices and protocols are followed (e.g. use of letterhead, filing processes, leave reporting, expense claims, etc).
    · Development of processes/checklists to improve general administrative support to the team
    · Management of general team administration
    · Assist with digital document/file management systems and processes.
    · Diary management
    · Internal/external meetings scheduled
    · Booking rooms, parking & catering, manage group email list
    · Manage office supply inventory and ordering
    · Travel arrangements & itineraries
    · Logistics
    · Car hire
    · Manage relationship with travel agent
    · Expense claims
    · Travel costs billed to Boards/committees
    · Telephone management
    · Coordination of meetings
    · Coordination of meetings as requested
    · Preparation, approval, distribution, and filing of Minutes
    · Mail/correspondence managed
    · Mail/faxes sorted and distributed
    · Correspondence
    · Event management (e.g. client meetings, client presentations)
    · Arrangements for parking & access
    · Catering
    · Preparation of reports (as requested)
    · Filing system managed
    · Electronic & physical system established and maintained
    · Typing (e.g. minutes of meetings, proposals)
    · Ad-hoc research
    · Maintain team organogram/reporting lines/and staff info file
    · Assist in preparation of review process of team
    · Assist in coordinating meetings, functions, events
    · Presentations/Conference Speaking: Assist with presentation vetting/planning and scheduling, keep list of presentations, coordinate bio/photo submission and logistics
    · Assist with document management/digital filing/archiving
    · Assist with expense claims and leave reports
    · Maintain CV/bio, ID documents (for release), Board information/files
    ·
    Requirements

    TECHNICAL COMPETENCIES & KNOWLEDGE:

    · A post matric qualification required
    · Experience in a similar role with in the Retail industry
    · Experience in managing administration processes for a team
    · Experience in developing new processes and procedures
    · Experience with file/document management
    · MS Office package – must be competent to an advanced level in Excel, Word, PowerPoint, Outlook (amongst other tools)

    Competencies

    · Excellent planning & organisation skills (which includes the ability to effectively multi-task and prioritise workload)
    · Strong detail orientation and task-management competence
    · Strong communications skills (verbal, written), both listening and communicating
    · Strong work ethic
    · Effective time management skills
    · Ability to work under pressure and to tight deadlines
    · Strong problem-solving skills
    · Ability to confidently engage at all levels and amongst a diverse group of people
    · Service orientation
    · Ability to build and maintain strong relationships
    · Analytical thinking
    · Attention to detail
    · Inter-personal skills
    · Decision-making and judgement
    · Displaying drive, purpose and initiative
    · Collaboration and teamwork
    · Assertiveness and ability to clearly express preferences/concerns/directions
    · Networking skills
    · Strong sense of “value for money” in making acquisitions (e.g. travel, catering, services).
    · Excellent communication skills (including writing skills)
    · Highly ethical, strong sense of fairness, integrity and transparency

  • Number of vacancies: 56
  • Requirements

  • Minumun level of education: Certificate
  • Availability for travel: No
  • Availability for change of residence: No
  • People with disabilities: Yes

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