Executive Secretary/PA (to CEO)
ACPN
Total des années d'expérience :27 years, 8 Mois
(Temporary) High Level Executive support to CEO & Seniors
LAST DUTIES & RESPONSIBILITIES:
° Private correspondences & call screening
° Diary Management & confidentiality
° Compilation of Monthly Reports & Executive summaries
° Co-ordinate travelling arrangements & efficient schedules
° Prepare & compile agendas for various committee meetings
° Collate minute recording & distribution thereof
° Organize & efficiently plan ongoing management meetings
° Meet with various groups & clientele to identify relevant requests
° Recommend solutions & problem solving ideas to management
° Weekly Tracker Reports on Management & Team Leaders
° Multitasking and supporting other needed areas; i.e.
Managing & training provided to staff & new all interns in Accounts Receivable / Collections Department
Provide communication skills and online interaction training
Instill confidence, assertiveness & professionalism to clients & defaulters
Ongoing training and support in writing skills & follow-up process and correspondences including daily calendar & report management
PA to CEO of Softline Netcash; strict privacy & confidentiality performance of all personal tasks and duties/ Company Secretary to All Directors & Senior Management; Centre Manager to all Leasing Tenants. Managing cleaning staff / Gardeners ensuring proper maintenance and upkeep of Softline Netcash Office Building is effectively well maintained.
Secretarial support and assistance to all senior Management.
Effectively provide PA & Secretarial support to Directors & Senior Management
° Provide secretarial backup to Directors and Senior Managers as required by compiling,
checking and correcting letters and correspondence
° Following up on communications and correspondence
° Forward and receive correspondence (fax; e-mail; telephonic; courier; mail)
° Copy and file correspondence and documentation
Diary management
° Co-ordination of diary inputs for all Directors
° Ensuring Directors are reminded of appointments Timeously
° Scheduling appointments for Directors as instructed and confirm availability of Directors for appointments requested
Travel co-ordination for directors and senior managers
° Coordinating flight bookings as required
° Ensure visa requirements are known and arranged timeously
° Liaise with relevant Government Authority for visas and permits where necessary
Co-ordinate company meetings
° Ensure all relevant stakeholders alerted/advised of meetings
° Make sure agendas are drawn up and distributed timeously and meeting venues are
booked as required
° Keep minutes of meetings or assign someone to take minutes as appropriate
° Ensure that meeting minutes are compiled, verified and distributed within an acceptable time after the meeting
Property management
° Manage all properties for the Directors as required
° Marketing & advertising the properties in the appropriate media
° Management of property advertisements
° Management of bookings for properties
° Coordination of bookings & keys
° Management of cleaning services for properties
° Advising Directors on status of bookings and property availability
° Management of rental payments and deposits.
Marketing Assistant:
° Provide support to the company’s marketing team
° Actively participating in the marketing team function
° Give input into the marketing strategy of the company
° Design and compile company marketing material for the Directors’ approval
° Design, ordering, approval and production of Corporate Goods according to allocated budget
° Cold-calling of potential and new clients to set up meetings and presentations
° Maintaining an up to date register of marketing requirements and client status
Functions Coordinator
° Responsible for setting up of all functions & include
° Catering - Venue hire (where applicable)
° Meal and beverage requirements
° Management of the setting up and clearing up of venues
° Management of functions according to allocated budget
° Sending of invitations and correlation of responses
° Advising Directors as to venue and times for functions
Tender Submissions
° Assist the Contracts/Tender Director in the compilation of Bills of Quantity and other Tender Documentation for submission
° Ensure accuracy & neatness of all tender documentation
Payment Distributions
° Receive, sort and distribute cheques for sub-labour contractor payments
° Ensure that sub-labour contractors are identified by means of an official identity document before cheques are handed over and make sure that cheques are signed for on the correct payment certificate
° Hand payment certificates to the appropriate Junior Quantity Surveyor
° Responsible for Cheques Collections Book and make sure all cheques are signed for in the cheques collections book before leaving the premises
° Ensure unclaimed cheques are appropriately secured until collected
Management of Front Office Administration & Reception Area
° Staff & incoming telephone calls - redirect to the appropriate members
° Receive and screen all calls for Directors and Senior Managers
° Receive all visitors & clients - delegate & manage shift schedules
Manage Office Consumables
° Manage the distribution of office consumables and stationary;
° Maintain an appropriate level of consumables and stationary;
Secretarial Duties, Guests Relations, Bookings & Client Services, Head of Housekeeping
Reservations & Tourist bookings & Itineraries in & around Cape Town for Hotel Guests
Oversee House-Keeping Duties & Maintenance Staff
Office Administrator;
Client Services & Liaisons
Events & Function Coordinator
Sales & Customer Relationship Services
Property Sales & Liaisons Officer
Golf Tours, Client Services & Administrative Duties
Corporate Secretary & Administrator to CEO & Senior Management
Client Services & Liaisons
Imax Theatre coordinator
Conference Coordinator, Reporting of Car hiring Services
Training & Shift Schedules
Secretarial Duties & Front office administrator
Client Relations & Communications
Time scheduling for IT Consultants
Functions Coordinator
Secretarial, Administration & Client Services
Processing of Community Charges / Levies & Sectional Title Management
Processing of weekly Wages to Maintenance staff
Secretarial, Client Liaisons & Clerical Duties
Employee Benefits, Voluntary Funds & Provident Fund Payment Process, Inspections of Quality Control & Labour Relations
High school graduate