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Personal Assistant / Executive Secretary (#131,320,252) 

Location: Cape Town (Western Cape), South Africa (CV #131,320,252)

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EXECUTIVE SUPPORT FUNCTIONS - SCHEDULING AND PLANNING EXECUTIVE DIARY AND EVENTS
• Communicating with Council’s Executive and establishing critical priorities for scheduling purposes.
• Interacting internally (executive management team, departments) and externally (spokesperson for national/ international delegations, officials, business sector; community leaders) to confirm arrangements and programmes
• Co-ordinating the décor and layout, food service, invitation, media protocol requirements for internal executive events and functions.
• Briefing the Executive on the status of the event with respect to confirmation on the guest list, schedule of events, mayoral speech, etc
• Instructing support personnel (Mayoral Driver) on specific requirements and priorities with respect to the Executive Diary and attending to anticipated shortcomings with respect to security and safety arrangement

EXECUTIVE OFFICE ADMINISTRATIVE FUNCTIONS – ADMINISTRATION/SECRETARIAL SUPPORT
• Attending to the transactional processing sequence against allocated budget votes/ petty cash of expenditure incurred, claims and deductions and, collating and forwarding reconciled amounts for further processing
• Maintaining the records and registers of the Mayoral Fleet detailing service/maintenance and variable cost information
• Searching for information on specific topics on behalf of the Executive using electronic internet medium, library resources, etc and specialist personnel and, collating and forwarding for perusal and / maintaining library reference materials relevant to the function
• Typing and formatting documents/ confidential and routine reports and creates presentations using word processing and related office applications
• Preparing notification, agendas and minutes for specific meetings (Council/ Executive Committee) and attending to the distribution and/ or arranging for the collection of documentation prior to scheduled meetings
• Perusing Council and Committee Agenda and Minutes of Meetings and identifying and forwarding items requiring the attention of the Executive

INFORMATION RECORDKEEPING
• Updating the correspondence register inserting reference numbers and subject of correspondence received and in circulation and/ or seeking information and approval of and communicating response established for specific/ or routine matters
• Referencing source documentation, reports and/ or instructions using alpha-numeric sequential codes and updating files inserting current and relevant information and seeking approval on the destruction of old or outdated correspondence/ documentation
• Retrieving supporting documentation and records as per Executive request to facilitate and support query resolution or discussions

RECEPTIONIST/ TELEPHONIST AND OFFICE SUPPORT
• Attending to telephonic calls and visitors to the Executive Office, establishing nature of visit and attending to specific routine matters and/or recording details of enquiries and/or messages in the absence of the Executive and forwarding for attention upon availability
• Removing and replacing consumable items (paper, ink) from specific office equipments, transmitting/receiving facsimile and/or attending to the photocopying of correspondence/ documents
• Maintaining stocks of standard forms and stationery and completing requisition orders to facilitate the replenishment of items prior to depletion

Personal Details

Name
Aletta Johanna (Tana) Jonker
Gender
Female
Age
59 Years

Job Details

Employment Status
Full time
Type of Salary
Fixed salary
Preferred Job Location
Town
Cape Town
Post Code
ZA-8000
State
Western Cape
Country
South Africa

Educational Qualifications

Highest Qualification
Diploma  (Public Management and Administration) from Technikon SA  with National Diploma Marks / Grade / Class

Professional Details

Professional Experience
15 Years
Languages known
English  (Intermediate)
Afrikaans (Intermediate)
isiZulu (Intermediate)



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    Gigajob-ID
    131,320,252
    Posted
    > 99 days ago
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