Secretary

Absa is seeking a diligent and organised individual to join their team in Sandton as a Secretary, providing essential administrative and secretarial support to senior management. This role is crucial in ensuring the smooth operation of a manager's daily activities, acting as a key point of contact, and maintaining a high level of professionalism and discretion.

About the Role

The primary function of this position is to offer comprehensive support to one or more senior managers or directors. This involves managing their schedules, handling correspondence, arranging travel, and coordinating meetings. The successful candidate will be expected to proactively anticipate the needs of the manager, solve problems independently where possible, and escalate issues when necessary. A critical aspect of the role is maintaining strict confidentiality, as you will be privy to sensitive information and interacting with stakeholders across various levels of the organisation. You will be the first point of contact during the manager's absence, requiring excellent communication and judgment to handle inquiries and direct them appropriately.

Your responsibilities will encompass a wide range of administrative and secretarial duties designed to maximise the efficiency of the senior manager. Key tasks include:

• **Diary Management:** Efficiently managing the manager's calendar using Outlook, scheduling meetings, tracking acceptances and declines, and rescheduling as needed.
• **Meeting Preparation:** Printing relevant documentation, preparing daily meeting packs, and ensuring the manager has all necessary information at hand.
• **Travel Arrangements:** Liaising with the internal travel agency to book domestic and international trips, ensuring adherence to all company travel policies and approval processes.
• **Minute Taking:** Attending team meetings and taking accurate minutes, followed by typing, obtaining chair approval, and distributing them within agreed timelines.
• **Onboarding Support:** Creating rotation schedules for new direct reports and coordinating their introductions to key stakeholders.
• **Event Coordination:** Arranging venues and catering for team events, obtaining necessary approvals before placing orders.
• **Communication Management:** Screening and redirecting emails, following up on queries with direct reports, and acting as a professional first point of contact for telephone calls.
• **Document Management:** Creating and maintaining an organised online filing system, filing dealt-with emails, and highlighting pending items. Assisting with typing and preparing documents in Word, Excel, and PowerPoint.
• **Office Administration:** Managing general office tasks, including stationery and grocery orders, maintaining printer supplies, and ensuring adequate stock levels.
• **Policy Enforcement:** Ensuring compliance with company policies, such as travel, expense claims, and other procedures, by controlling signatures and forwarding documents efficiently.
• **Asset Retrieval:** Collecting company property from departing employees.
• **Financial Administration:** Requesting quotes from approved suppliers, generating purchase orders, following up on deliveries, checking invoices, obtaining sign-offs, and submitting them for payment. Investigating and resolving discrepancies in cost centre reports and assisting with corporate credit card reconciliations.

What They're Looking For

The ideal candidate will possess strong organisational skills, a proactive attitude, and the ability to work independently while maintaining excellent communication. A commitment to confidentiality and a professional demeanour are paramount.

Essential requirements include:

• A Grade 12 qualification.
• 1-2 years of experience in an administrative role, ideally with direct secretarial experience supporting senior personnel.
• Proficiency in using Microsoft Outlook for calendar management.
• A typing speed of at least 40-60 words per minute.
• Experience with various office equipment and technology.

While not essential, a Personal Assistant/Secretarial Diploma would be advantageous. The role also calls for individuals who demonstrate competencies in decision-making, learning, commercial awareness, relationship building, adaptability, and innovation.

In South Africa, a secretarial or administrative role supporting senior management at a large financial institution like Absa often requires meticulous attention to detail and a high degree of professionalism. While specific salaries vary, positions of this nature generally offer competitive remuneration packages, reflecting the responsibility involved. Career progression could lead to more specialised administrative roles or potentially into operational management within the banking sector.

Education and Experience Required:

• NQF Level : NQF Level 4

• Qualifications Required (Essential): Grade 12.

• Qualifications Required (Preferred): Personal Assistant/Secretarial Diploma.

• Experience Required (Essential): 1-2 years in an administrative position, preferably with secretarial duties on a one on one basis.

Preferred

Typing speed of at least 40-60 wpm is essential. Experienced in the use of a variety of technological office equipment e.g Printers and photocopy machine

Knowledge & Skills:

• Focus on quality and accuracy.

• Attention to detail.

• Advanced Computer literacy (MS Office Suite, Internet and Email, PowerPoint) is essential.

• Self-confidence and interpersonal skills to interface with people at all levels within the organisation.

• Ability to work under pressure and operate independently on a high level.

• Ability to use initiative and able to act pro-actively

Education

Further Education and Training Certificate (FETC): Office Administration (Required)

Absa Bank Limited is an equal opportunity, affirmative action employer. In compliance with the Employment Equity Act 55 of 1998, preference will be given to suitable candidates from designated groups whose appointments will contribute towards achievement of equitable demographic representation of our workforce profile and add to the diversity of the Bank.

Absa Bank Limited reserves the right not to make an appointment to the post as advertised