EXECUTIVE SECRETARY

Key and Critical Responsibilities

<p>Performs secretarial, administrative and clerical duties supporting the confidential, efficient and effective operations of the Office of the Managing Director</p><p><div>Responds to highly confidential letters and correspondence of a routine and non-routine nature and submits same for approval before dispatching</div><div><br></div><div>Drafts and types departmental correspondence, inclusive of reports and minutes of meetings as directed by the Managing Director</div><div><br></div><div>Keeps the Managing Director and all Managers informed of urgent matters and facilitates a smooth communication flow to Managers within the Corporation</div><div><br></div><div>Records minutes at Management Review Meetings, Senior Management Meetings and other Meetings then transcribes and distributes accordingly as directed by the Managing Director</div><div><br></div><div>Sorts and distributes external mail on a timely basis </div><div><br></div><div>Manages the calendar of the Managing Director</div><div><br></div><div>Performs the role of Secretary to the Tenders Committee in the absence of the incumbent, specifically with respect to opening of bid documents</div><div><br></div><div>Screens visitors and mail directed to the Office of the Managing Director</div><div><br></div><div>Setup and coordinates meetings, conferences and conference telephone calls</div><div><br></div><div>Receives, directs and relays telephone and fax messages</div><div><br></div><div>Establishes and maintains an appropriate records management system in a manner that ensures speedy and accurate retrieval of information</div><div><br></div><div>Co-ordinates the use of the Board Room and makes arrangements for meetings, appointments and schedules as requested</div><div><br></div><div>Liaises and follows-up with Managers to facilitate the timely preparation of reports etc. for the Managing Directors participation at monthly Board meetings</div><div><br></div><div>Makes all business-related travel arrangements (local, regional and international) for Board Members, the Managing Director and all employees, including flight arrangements, visa appointments and collection, hotel accommodation, car rental and disbursement of allowances</div><div><br></div><div>Controls and monitors petty cash for the Office of the Managing Director and the kitchen petty cash in accordance with guidelines</div><div><br></div><div>Responds to routine public inquiries, investigating and crafting responses</div><div><br></div><div>Assists the Senior Management Team with administrative duties</div><div><br></div><div>Liaises with external parties in a professional manner</div><div><br></div><div>Adheres to health and safety rules, regulations and guidelines</div><div><br></div><div>Performs other related duties that may be required by the job function</div></p>