Executive Secretary-Sun City

🗏Job Type

Full Time

Job Purpose
To provide a wide range of administrative and general support duties of a responsible, confidential and complex nature to ensure the seamless implementation and consistent delivery of services provided by the Hospitality and Security & Surveillance office to all clients and stakeholders. The role also has responsibility for processing and control of the debtors€™ portfolio of all tenants on the resort.

Education
Matric/ Grade 12
Secretarial Diploma
Experience:
A minimum of 5 years administrative / secretarial functions
Skills and Knowledge
Planning and co-ordination
Ability to work shifts that meet operational requirements. This may include extended hours.
High business ethics and confidentiality
Communication skills €“ written and verbal
Clerical Administrative functions

Key Performance Areas:
Office Administrative Support

Provide administrative support to the Hospitality and Security & Surveillance executive office (including e-mails, mail and telephone)
Allocate and reconcile supplier invoices correctly and resolve all queries
Submit expense claims to the Finance department as per company policy and procedures.
Order stationery, paper and other consumables (as per company procedures), ensuring availability on demand.
Develop a filing system (including records and reports) that enables others in the business unit to be able to access required documents
Store confidential documents for safe keeping
Coordinate the flow of paper and electronic documents to the appropriate parties
Follow through on outstanding issues and action lists from minutes with relevant HODs
Executive Support

Provide administrative support to the executive office (including e-mails, mail and telephone)
Manage the diary of the GM: Hospitality and Security & Surveillance Manager
Plan time in GM: Hospitality and Security & Surveillance Manager€™s diary for follow-up and action steps from meetings
Prepare internal and external communication documents for GM: Hospitality and Security & Surveillance Manager
Type correspondence proficiently including letters, faxes, etc.
Manage calls, queries and requests received by the GM: Hospitality and Security & Surveillance Manager€™s office on a daily basis ensuring that these are resolved, redirected or reassigned to relevant managers within the business unit.
Troubleshoot and resolve issues with assigned clients or other stakeholders.
Complete reports / minutes/ presentations / departmental documents and distribute to relevant parties
Consolidate budget information and record and monitor monthly expenses, escalating any variations to budget
Meeting Co-ordination

Send out meeting invitations in advance (within reasonable time period to accommodate delegates).
Complete and distribute agenda and minutes timeously
Book meeting venues according to meeting requirements €“ number of people, equipment, times, access to floor, accessibility, refreshments, and time frames.
Co-ordinate required equipment and ensure all in working order e.g. Air Conditioning, Laptop, Proxima etc.
Arrange catering in line with RSVP€™s and dietary requirements of the attendees.
Project Co-ordination

Co-ordinate special projects as allocated by GM: Hospitality and Security & Surveillance Manager.
Conduct research and analysis that may be needed for projects or presentations.
Communicates with stakeholders, clients, visitors to achieve aims of projects.
Consolidate information from across the business unit and prepare reports to GM: Hospitality and Security & Surveillance Manager on progress, implemented actions, challenges, etc
Equity:
Preference will be given to employees from the designated groups in line with the provisions of the Employment Equity Act, No. 55 of 1998, SISA internal recruitment policy as well as units employment equity plans.


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Job id : , #72433, 69 views,