Job Description

Job Summary:
Provide or lead a full range of secretarial/administrative support to the Chief Executive Officer (CEO) of the organisation, exercising confidentiality, tact and diplomacy.Requirements:

• Grade 12
• Diploma in Legal Secretarial / Paralegal
• Minimum of 5 years experience.
• Knowledgeable about import processing.

Responsibilities:

• Administration Support

• Manage the purchasing authorisation process from submission of PORs to handover of signed invoices for payment.
• Management of local and international travel arrangements for the CEO as well as arrangements for Trade and other International Fairs for all attendees.
• Arrangement for and management of Forex linked to international travel.
• Ad hoc personal bookings and searches for the CEO.
• Act as a support/participant in the development and implementation of administrative standards, policies, and practices for the organisation.
• Secretarial Support

• Communicate directives and information from the CEO to Executives, managers, and others in the organisation and follow up on the status of assignments.
• Receive, screen, and direct incoming calls, visitors, mail, and email.
• Maintain files, records, calendars, and diaries.
• Control filing linked to and access to contracts / SLAs for customers, property, property plans, etc.
• Good verbal and written communication skills Ability to act decisively and urgently.
• High level of emotional intelligence and interpersonal skills.
• Ability to establish and develop well-aligned, supportive teams.
• Suitably-developed computer literacy and skills.
• Appropriate business acumen and entrepreneurial aptitude.
• Strong problem-solving skills.
• Creativity.
• Exceptional attention to detail.

Imports and EForex Management

• Management payment for import process, from verifying accuracy of import documentation to purchasing of Forex;
• In conjunction with Finance, determine cashflow for large purchases, obtain authorisation and book FEC in line with forecasted dates; and,
• Balance transactions with bank statements bi-weekly.

Other Special Requirements
Decision Making

• Maintain standards, practices, policies, and procedures as defined.
• Able to make good business-aligned judgement decisions at an operational level.

Accountability

• Responsible for all activities linked to the position as defined.
• Ensures that a structure for escalation of responsibility is effective.
• Responsible for the company credit card.

Communication

• Maintains the benchmark for transparent, responsive, and open communications within the business and at all levels.
• Ensures an email response within 24 hours.
• Provide guidance telephonically to assist the teams when required within reason.
• Good communication with management and subordinates.

Manage Insurance

• Manage vehicle insurance portfolio from addition/removal of vehicles onto the policy to management of claims;
• Manage all insurance; and,
• Arrange for marine/transit cover where necessary.

Salary:
R800 000 CTCHow to apply:

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