Executive Secretary

Full-time
Executive Secretary
Sea Harvest
Saldanha, Western Cape
Permanent

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Posted 22 July 2021 – Closing Date 30 July 2021

Job Details

Job Description

REPORTING TO:  Fleet Executive

PURPOSE

  • To contribute to the overall efficiency of the daily operations of the department by providing a secretarial, office management, and administrative support service to the Fleet Executive and act as the point of contact among executives, employees, and other external partners.
OUTPUTS & MEASUREMENTS
Duties will include but will not be limited to:
  • Administer and process statutory compliance documentation pertaining to Officers for the South African Maritime Safety Authority (SAMSA) and the National Ports Authority (NPA).
  • Monitor the expiry dates of maritime statutory compliance documentation required by the Department of Environment, Forestry and Fisheries (DEFF) & NPA and ensure timeous submission within expiry dates.
  • Process work permit applications for foreign contingent and ensure successful submission.
  • Perform general administration such as renewing subscriptions for industry/ financial publications, coordinating local and international travel arrangements, maintaining filing systems and perform data capturing.
  • Organize and manage the Fleet Executive’s schedule, schedule meetings, screen calls, monitor emails, and manage queries on behalf of Fleet Executive.
  • Effective monitoring and control of office inventory within budgetary constraints and ensure that office maintenance issues are attended to timeously by service providers.
  • Supervision of the factotum and ensure that there is an efficient cleaning and office maintenance service to the Fleet Department.
REQUIREMENTS
The ideal candidate must possess the following attributes:
  • Minimum grade 12 preferably with a National Diploma in Management Assistance / Office Administration.
  • At least 3-5 years’ work experience in a related role.
  • Strong computer literacy with good mastery of Microsoft applications and NAV.
  • Excellent understanding of high-level business practices.
  • Superior telephone etiquette and strong administration skills.
  • Good written and verbal communication skills.
  • Attention to detail with high degree of accuracy.
  • Ability to filter information and assess priorities.
  • Highly professional, credible, responsive, and self-confident