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MEDIA DEVELOPMENT AND DIVERSITY AGENCY (MDDA) - EXECUTIVE SECRETARY
MEDIA DEVELOPMENT AND DIVERSITY AGENCY (MDDA)
JOB INFORMATION
Job Title: Executive Secretary
Post Code: C-ES 01
Department: Officer of the CEO
Normal Hours of work: As Business dictates
Normal place of work: Parktown, Johannesburg
Job Classification:Managerial
Reporting to: Chief Executive Officer
PRIMARY OBJECTIVE(S) OF THE JOB
Provide secretarial support to the office of the Chief Executive Officer, to provide logistical support, office management, meeting and event coordination to the office of the CEO. Ensuring the installation of appropriate systems and tools for the records management to the Executive and the Board
POSITION VALUES
This position performs many high-level clerical and administrative tasks, including managing information technology, creating presentations or proposals and taking responsibility for confidential company documents. The typical function includes managing complex schedule for the CEO. That includes booking meetings, conference calls and travel itinerary.
KEY DUTIES AND RESPONSIBILITIES.
Office Management
POSITION VALUES
This position performs many high-level clerical and administrative tasks, including managing information technology, creating presentations or proposals and taking responsibility for confidential company documents. The typical function includes managing complex schedule for the CEO. That includes booking meetings, conference calls and travel itinerary.
KEY DUTIES AND RESPONSIBILITIES.
Office Management
- Develop and maintain a well-functioning filing, records and reference system of the office of the CEO
- Develop and maintain contacts database
- Provide and manage secretarial services of the office of the CEO
- Provide logistical support for meeting, workshops and travelling itinerary and other documentation for the CEO
- Develop and maintain records, knowledge and archival system for the office of the CEO in line with the National Archives Act
- Take meeting minutes, write reports, prepare correspondence and prioritize items that need attention of the CEO
- Administer input and retrieval of information of the office of the CEO
- Receive guests of the office of the CEO
- Manage logistics of the guests of the CEO
Special Projects
- Coordinate the management of the strategy implementation plan in the office of the CEO
- Coordinate special projects for the office of the CEO
- Assist with the management of special project management systems that relate to the office of the CEO
Service Level Agreements
- Maintain office support for service provider data base for the office of the CEO
- Assist and maintain service level agreements for service providers of the office of the CEO
Board Management
- Assist the CEO to coordinate Board and Committee meetings and/schedules
- Assist the CEO to type reports to the Board and Committee meetings
PLANNING AND DEVELOPMENT
Manage the diary of the CEO
HUMAN RELATIONS
Team-player – colleague interrelations
Good interpersonal skills
CUSTOMER RELATIONS
Internal – All staff
External –All visitors, Service providers/vendors
CONTINUOUS PROFESSIONAL DEVELOPMENT AND UPGRADE
Organizing, Communications and interpersonal skills
QUALIFICATIONS AND EXPERIENCE
Grade 12
Secretarial Diploma
Minimum of (3-4 years) relevant experience as Executive Secretary
SKILLS AND COMPETENCIES
Secretarial skills
Interpersonal skills
Organizing skills
Advance Computer skills
Report writing skills
Communication skills
SPECIAL REQUIREMENTS
Ability to coordinate and organize the diary of the CEO
Abreast of industry trends
Business acumen
Suitably qualified and experienced candidates are invited to submit a comprehensive CV, together with a covering letter and at least 3 contactable references to recruitment@mdda.org.za.
CLOSING DATE FOR ALL VACANCIES: 18 AUGUST 2019.