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The role of the Secretary is to coordinate and provide support to the Financial Services Team. A resourceful and flexible approach is required. The position requires a high degree of responsibility, discretion, and confidentiality. The areas of focus may include driving the identification and implementation of process improvements, policies, and procedures, managing relationships with various teams, and serving in an advisory capacity to Financial Services. The incumbent is required to be able to work on their own initiative, be self-motivated, and be proactive.
This role reports to the GM: Financial Services providing administrative support responsibilities including engaging with team members and their requests, assisting with invoices, managing stakeholder diaries, preparing documentation and correspondence, organizing meetings, managing onboarding of new team members, booking travel, and overseeing the general running and efficiency of the office.
Organise and schedule appointments and meetings and ensure all meeting arrangements are in place (e.g. meeting invites; links shared with relevant stakeholders, meeting rooms booked, access to office arranged, etc.)
Book conference calls, boardrooms, pool cars, and accommodations to assist with travel arrangements for senior managers.
Execute general administrative duties including typing, copying, binding, scanning, etc. Assist with the preparation and formatting of executive presentations.
Receive, sort, and distribute e-mails and assist with any related correspondence.
Ensure urgent communication requests are prioritised and attended to.
Produce and distribute correspondence including memos, letters, and forms.
Compile accurate minutes of meetings and distribute them timeously.
Maintain resource lists for all teams.
Develop and maintain filing systems for all relevant documentation including computer and manual filing systems.
Support in the development and implementation of an invoice tracking system.
Maintain up-to-date employee leave control.
Coordinate repairs to office equipment.
Greet and provide general support to visitors.
Timeously resolve all administrative issues.
Grade 12 certificate - (essential).
Diploma or general administration - (preferred).
+2 years’ experience in an administration role with good exposure and knowledge of general administration office practices, tools and processes – (essential).
Experience working in a Financial Services environment – (desired).
Experience in a retail or FMCG environment - desired
Strong proficiency in MS Office including Word, Excel, PowerPoint, Teams, and Outlook - (essential).
This role reports to the GM: Financial Services providing administrative support responsibilities including engaging with team members and their requests, assisting with invoices, managing stakeholder diaries, preparing documentation and correspondence, organizing meetings, managing onboarding of new team members, booking travel, and overseeing the general running and efficiency of the office.
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