Executive Secretary

Summary

Scope and General Purpose of Job:
To provide efficient administrative support to the General Manager.

Main Duties
- Ensures that administrative inventory items i.e. office supplies, are stored properly and utilized accordingly to minimise wastage and spoilage.
- Routes all incoming and outgoing mail as well as correspondences related to the general administration
- Maintains stationery Items, par stock items, to be included as inventory items, re-order points, item listing, Unit of Measure through the use of Scala.
- Answers and routes incoming telephone calls.
- Schedules appointments for General Manager.
- Ensures that the strictest confidentiality is maintained in dealings with all work-related matters.
- Attends and prepares meeting minutes as and when required.
- Ensures that an efficient and accurate filing system, both manually as well as electronically is maintained at all times.
- Handles day-to-day correspondences on behalf of General Manager where applicable.
- Prepares reports, letters, memorandums, fax etc. as assigned by General Manager whilst ensuring the strictest levels of confidentiality at all times.
- Mails, faxes, and forwards documents as required by the General Manager.
- Maintains item records and forms as required by the corporate management and policies.
- Maintains office organization and maintenance whilst ensuring that all contracts and financial documents are safeguarded.

**Qualifications**:
Qualifications & Requirements
- Excellent verbal as well as written communication skills for efficient client interaction
- Expert time and stress management skills
- Good adaptability and flexibility in the working environment
- Expert knowledge about sound workplace ethics
- Trustworthy and honest
- Expert knowledge about office administration
- Knowledge about relevant legislation, policies, and procedures
- Good analytical and problem-solving skills
- Ability of making decisions