Key responsibilities

• Extensive diary management including organisational & administration of meetings, setting up internal and external meetings, events, conference calls, conferences etc.
• Handle all correspondence and communication including mail, faxes, letters, and memorandums and responding to routine mail, handling telephone and customer enquiries related to SMT members
• Manage/control the SMT’s task items for the team to ensure timely adherence to deadlines
• Typing all correspondence for Finance team and maintain confidentiality of all correspondence and communication
• Produce and proofread correspondence, documents, packs, and presentations
• Administrative responsibilities including filing, maintenance of records, expenses, time sheets, faxing, photocopying as necessary
• Follow-up on all outstanding pending requests for other departments
• Provide support to the SMT in the co-ordination of the departmental activities by ensuring that the head of Department meets his/her objectives and serves internal and external customers in an efficient and timely manner.
• This includes ensuring, on a day-to-day basis matter that requires follow-up are acted on by the SMT
• Maintaining confidential correspondence and reports for the department
• Assisting the team with urgent requirements needed by various stakeholders
• Maintain log of BCA’s, allocate sequential numbers and file copies. Compare to budgets and update spreadsheets of CAPEX utilisation. Prepare quarterly CAPEX schedules
• Prepare as requested all reports whether daily, weekly, monthly, or other. These reports will include Financial and Customer Accounting.
• Travel Bookings for country
• Assist with authorization of travel account
• All tasks requested by respective SMT member

Minimum Requirements

Education & experience

• Degree or Diploma or preferably Executive Secretarial related/Administrative/Secretarial Qualification
• At least (5) years or more relevant experience in executive secretarial duties
• Intermediate level of English knowledge (DPDHL Business Language) preferred
• Computer literate in MS Office
• Min 3 – 5 years Secretarial/Administration experience
• High customer focus and service orientation
• Proven experience of working in a senior secretarial capacity
• Good interpersonal skills
• Ability to deal with sensitive issues discretely and to handle confidential information appropriately
• Ability to handle basic accounting functions and entry level accounting knowledge
• Ability to work in a team environment and a highly driven and energetic individual
• Open to working extra hours and outside the normal working hours