Executive Secretary/PA

Full-time
Executive Secretary/PA
AVI Limited
Johannesburg, Gauteng
Permanent

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Posted 08 September 2021 – Closing Date 21 September 2021

Job Details

Job Description

AVI Ltd. is known for its leading household brands across many categories including: hot beverages, sweet and savoury biscuits and snacks, frozen convenience foods, personal care products, cosmetics, shoes, accessories, and fashion apparel.

NATIONAL BRANDS LIMITED operates 5 manufacturing sites, offering world class manufacturing facilities in Isando (Johannesburg), Rosslyn (Pretoria), Westmead and Durban (KZN). It is home to some of the best-known South African tea, coffee and creamer brands, including our delicious range of much-loved savoury and sweet biscuits, and our melt-in-your-mouth snack range.

An exciting opportunity exists for an Executive Secretary / PA at NATIONAL BRANDS LIMITED Isando, Coffee and Creamer factory.  The purpose of the role is to organise the Operations Executives’ daily activities.  (S)he will be required to assist in managing all aspects of the Executives’ day, including interaction with key customers, suppliers and staff, as well as co-ordinating meetings and travel, and managing all communication. The successful incumbent must demonstrate a high degree of initiative, be able to proactively anticipate actions required and react accordingly, and must enjoy working in a highly driven, exciting, dynamic and pressurised environment.

Line Manager: Operations Executive

Job Specification:

Key Performance Areas:

  • Provide general administrative and secretarial support to the Executive and the HOD teams
  • Diary management
  • Travel management
  • Office management
  • Executive management routines & meetings for Entyce Exco
  • Manage meeting calendar on SharePoint
  • Co-ordinate meetings and functions, both on and off site (venue, refreshments, catering, equipment, awards & certificates etc.)
  • Collation and distribution of meeting and presentation packs
  • Taking minutes in meetings and typing of the same
  • Prepare presentations on Word and PowerPoint
  • Type and distribute correspondence, including weekly/monthly/quarterly reports
  • Answer calls and channel messages appropriately
  • Process claims and invoices
  • Filing and file management
  • Ensure availability of stationary
  • Manage office technology infrastructure with Group IT
  • Assist with reporting with strong acumen on excel-based analytical reviews

Minimum Requirements:

Experience:                                                                  

  • At least 5 years’ experience in an Executive PA role to a Managing Director/Group Executive
  • Experience in supporting multiple senior executives highly desirable

Qualifications:

  • Grade 12
  • Secretarial Diploma or equivalent

Additional Requirements:

  • MS Office & Excel (Advanced level)
  • MS Powerpoint
  • SAP
  • Ability to understand the complexities of the business
  • Flexible working hours with willingness to work after hours as required
  • A high level of numeracy and literacy
  • Apply judgement within appropriate context
  • Well presented
  • Accurate and methodical approach to work
  • The ability to multi task and work in a frequently stressful environment is essential
  • Self-motivated

Competencies:

  • Documenting Facts
  • Thinking Rationally
  • Building Relationships
  • Staying Composed
  • Meeting Deadlines
  • Attention to Detail
  • Planning & Organising
  • Keeping Commitments