Rainbow Chicken - Executive Secretary - Rustenburg

Role Summary

Rainbow is seeking a dynamic and experienced Executive Secretary. This role will be based in Rustenburg. Job Description

Purpose

• Executive Assistant to the Managing Director and Executives.

• Admin support to the Management team

Requirements

• Minimum of matric, preferably with a secretarial / related certificate or diploma and having completed a Secretarial course or formal training.

• A minimum of 5 years secretarial related working experience is essential.

• Advanced computer literacy: Microsoft Word, Excel, PowerPoint and Outlook, and advanced PowerPoint presentation certificate and experience

Main Responsibilities

Executive Support / Office Management

• Management of Receptionists workload / task allocation

• Management of Security procedures, loading onto the parking access system and parking allocations.

• Attending Executive, business and supplier meetings to document all relevant information (deadlines / commitments / requirements etc)

• Provide support / assistance to the Executive, Management Team and National Office Team - (Credit Card submissions, Courier, Travel Arrangements and Leave Workflow submissions)

• Diary Management (Scheduling of appointments / meetings / reminders for the teams, Boardroom Calendars)

• Office Management – Supervise Office Cleaning Staff, Tea Lady, when necessary.

• Arranging grounds and building maintenance in administration offices and branding (signage, artwork and office culture), when required.

• Attend to telephonic calls and visitors to the operations.

• Prepare notifications, agendas, and minutes for meetings.

• Coordinate functions including accommodation, travel, venue administration

Systems Management, Administration and Communication

• Processing of workflows (monthly, quarterly and adhoc workflows)

• Proactively alert relevant parties in the event of deadlines

• Arrange of business travel, accommodation, venues and meals

• Administer vehicle logs, travel and cell phone claims and ensure submission to the appropriate, when required

• General customer and staff enquiries on behalf of the Executive team.

• Obtaining authorization and keep tracking of documents and contracts. Process and format documents, reports, and presentations.

• File and safeguard management reports, meeting minutes, key plant information, legal documents, and contracts.

• Coordinate CAPEX for IT equipment, i.e. laptops, etc.

• Ensure daily, weekly and monthly reports are received (KPI reports / Maintenance Spend / Cost Saving / Job Cards / Fixed Mass Giveaway / Water and Electricity graphs / Wastage / Projects and Capex etc.)

• Planning of Random Internal Audits (SHEQ / Health and Safety)

• Planning of Meal / Event days / Site walks

• PPE ordering and distribution, Stationary ordering and distribution

• Capturing, filing and maintaining records (PPE / Company Documents & Plans / Wastage / Access Control etc)

• Ensure Safety on Site documents are obtained yearly, and all new employees have signed

• Daily server tape changes, ensuring wifi and connectivity is functional, contacting IT when there are issues (escalation process)

• Employee Access Card creation and loading, obtaining reports as and when required

• Creation and issuing of telephone codes

• Preparing monthly attendance registers and ensuring overtime sign off is approved

• Compiling memo’s, letters, presentations, agendas, document preparation

• Assisting with office equipment, obtaining quotations and approvals (telephones, photocopier, repairs/replacement of office equipment, office furniture)

• Assisting all departments as and when required

• Assisting visitors, contractors and suppliers as and when required