Job Description

Pep Vacancies – Executive Secretary

Purpose of the Job:
We are looking for a professional and highly organized Executive Secretary to provide dedicated administrative and secretarial support to the Chief Executive: Marketing (CEM). This role involves managing the CEM’s schedule, coordinating meetings, handling communications, and performing key administrative tasks to ensure seamless operations.

Key Responsibilities:

• Calendar Management:
  • Organize and manage the CEM’s schedule, including meetings, appointments, and travel arrangements.
  • Prioritize and structure the daily agenda to maximize time efficiency.
• Communication Management:
  • Serve as the main point of contact for internal and external communications on behalf of the CEM.
  • Screen and manage incoming emails, phone calls, and correspondence, responding or redirecting as required.
• Meeting Coordination:
  • Plan and arrange meetings, conferences, and events, including agenda preparation, minute-taking, and logistical support.
• Travel Arrangements:
  • Handle domestic and international travel arrangements, including booking flights, accommodations, transportation, and visas.
  • Provide detailed travel itineraries and ensure all required documentation is prepared.
• Administrative Support:
  • Prepare reports, presentations, and other documents as needed.
  • Manage expense reports and ensure timely reimbursements.
  • Maintain an up-to-date record of IT and office equipment.
  • Process payments for the marketing department (excluding advertising accounts) using SAP.

Job Requirements:

• Qualifications: Grade 12 and a Secretarial/Office Coordinator Diploma.
• Experience:
  • Minimum of 5 years as a secretary supporting senior management/executive.
  • Retail industry experience is advantageous.
  • Proven expertise in domestic and international travel arrangements.
• Skills:
  • Proficiency in MS Office and Google Suite.
  • Strong understanding of event coordination.
  • Excellent communication and organizational skills.
• Competencies:
  • Devotion to quality, strong planning skills, flexibility, initiative, and the ability to perform under pressure.

Position Details:

• Work Level: Skilled
• Job Type: Permanent
• Salary: Market Related
• Employment Equity Position: No
• Location: Western Cape

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