Executive Secretary – Debswana Diamond Company
Job Description
Title: Executive Secretary
Closing Date: 22/06/2023
Location:
Gaborone, BW
Description: Debswana Diamond Company would like to invite suitably qualified innovative, results oriented and self-driven individuals to apply for the position listed and described below and join a professional team driven by service excellence, where the demands of the business are met by encouraging team work and addressing the needs of the individual.
Purpose of the Role
To provide administrative support to the Executive Head of HR and any other Executive Leadership team member in respect of office management, administration, communication and the coordination of logistical services ensuring that information and documentation is processed seamlessly and timeously.
Key Job Responsibilities
- Provides an effective secretarial service to Executive Leadership by:
- Manages Executive Leadership’s office in accordance with company corporate governance principles taking cognisanze of the need to create an audit trail by carrying out and observing all associated administrative policies and procedures
- Coordinates and prepares presentations, agenda, reports and other information required by Executive Leadership
- Assists in the compilation of budget by providing information based on Functional/Sectional
- Managing the diary through the setting up of meetings, teleconferences and monthly/quarterly Senior Leadership meetings
- Uses a range of office automation applications and machines including photocopiers, binding machines, fax, etc
- Receives visitors and screens all incoming calls by handling queries/enquires professionally and referring those she/he cannot handle to the relevant official
- Arranges travel and accommodation, and associated logistics for staff members and any other official as may be required and official visitors
- Maintains a filing system in accordance with standard filing procedures for speedy retrieval of records and correspondence
- Ensuring that invoices and any required entries are captured and payments processed on all applicable systems
- Liaising with all the relevant stakeholders internally and externally as may be required
Other Job Responsibilities
- Adheres to all Safety, Health, Environmental and corporate governance principles, policies and procedures in area of responsibility
Education
- Diploma in Secretarial Studies
- Bachelors Degree in Equivalent or Social Sciences will be an added advantage
Experience
- Three (3) years experience as Personal Assistant to a Senior Executive or Head of Function
- Must have previous experience working with company executives and senior management in a large organisation
- Must have experience in using and applying various business management tools such as MS Office suite and business systems such as SAP.
Legal Certification/Professional Registration
Technical Competencies
- Customer Relationship Management
- Integrity
- Teamwork and Collaboration
- Building Partnerships
- Communication skills
Behavioral Competencies
- Time Management
- Innovative
- Initiative
- Concern for Safety, Health and the Environment
Debswana is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Please note that we only contact shortlisted candidates.
Permanent Contract
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