Executive Secretary - Industry Planning and Project Development at IDC

Main duties and responsibilities

Financial /Shareholder Returns


Process the Executive's office expenditure and / or invoices.


Internal /Operational Processes


Provide comprehensive secretarial and general administrative support to the Divisional Executive and the Industry Planning Unit, including support to the broader Industry Planning team
Receive, direct and relay telephone messages and follow up with relevant team members to ensure actions are addressed
Prepare and coordinate administrative documentation, including correspondence, reports, presentations, meeting packs and scheduling of appointments
Coordinate and support departmental and Industry Planning Unit meetings, including team meetings and regular huddles
Arrange and manage meetings, events, workshops and related logistical support
Assist in minutes taking (where required) and ensure timely circulation of finalised documents
Manage the Executive's and Industry Planning Head's diary
Maintain the general filing system and file all correspondence, as well as maintaining electronic filing on Docupedia and the SharePoint
Arrange travel, accommodation and logistics, including processing of claims and preparation of complex itineraries, for the Divisional Executive and Industry Planning team (as required)
Facilitate maintenance of office equipment and requisition stationery
Facilitate the onboarding of new staff members joining the team
Maintain confidentiality in the execution of all duties
Managing and maintaining the Executive engagement platform with staff


Customer focus & stakeholder management


Provide professional and responsive secretarial support to the Divisional Executive and Industry Planning Unit
Support effective coordination and communication between the Divisional Executive, Industry Planning Unit, internal support functions and relevant stakeholders
Provide an efficient customer service to both internal and external customers
Communicates in a positive and effective manner with the Divisional team members, employees and other stakeholders
Facilitate Divisional deliverables through interaction and coordination with Personal Assistants, Administrators and Executive Secretaries of other Executives
Provide support to other Executives, where required, in line with divisional priorities


Learning, leadership & people growth


Manage own development to enhance own competencies
Participate in knowledge sharing in the team


Qualification and Experience
Qualifications


Relevant Diploma


Knowledge & experience


The candidate must at least have a minimum of 5 years' experience as a Secretary.
Knowledge of accounting, data and administrative management practices and procedures, business and management principles.
The following computer skills and knowledge of office software packages are essential:
MS Word; PowerPoint; Excel; Outlook
Knowledge of SAP will be an added advantage