The role of a secretary is to effectively and efficiently manage the administrative and correspondence tasks of the Directors they report to, their role is to alleviate the administrative burden on Directors and their team/s so they can contribute more meaningfully to the strategic and tactical deliverables that they face on a daily basis.
Co-ordination of meetings, conferences and diaries including pre-meeting pack preparation and other arrangements
Prepare Presentations or reports for Team members
Typing of minutes / correspondence
Filing
Domestic & international travel arrangements
Conference and seminar arrangements and co-ordination
Preparation of presentations, spreadsheets, letters, etc
Diary management and scheduling of appointments
Screening calls and message taking
Sorting and screening of mail and other correspondence
Control and manage stationery and catering requirements
Assist Function with any facilities related matters, including maintenance, contracts, running of the office
Expense Claims and generating of purchase orders
Processing and reporting on all costs against department budget & expenses
Cellular Phone administration
Customer requests resolved
Ad hoc admin tasks
Key attributes and competencies:
Administrative aptitude – the ability efficiently and effectively manage the administrative tasks to ease the burden on the lawyers.
Agility – ability manage multiple tasks and in line with the ever-changing priorities of the lawyers.
Communication - Outstanding communication, interpersonal and negotiation abilities across all levels
Problem Solver – the ability to resolve administrative challenges on behalf of the lawyers.
Confidentiality – the ability to ensure the highest level of confidentiality and integrity
WHAT YOU WILL BE MEASURED ON:
Accuracy and quality of administrative tasks
Pro-activity of services provided to Executives
Continuous improvement identification and implementation
Areas agreed as part of the annual IPA process
