Executive Secretary

Minimum Qualification Requirements: Related Minimum Experience: Years:

National Diploma in Secretarial/Social

Sciences/Business Administration at NQF

6 with 240 Credits

Proven experience as Executive Secretary or similar role 3 years

1. Manages the Office of the relevant GE/DE /Senior General Manager by :

1.1 Coordinating and Maintaining effective office procedures and efficient work flows

1.2 Implement Eskom policies and procedures

1.3 Promptly Channelling products, service and information, including the processing and

controlling all the DE/GE/SGM`s correspondence, which includes access to high level

sensitive information and respecting the confidentiality thereof. Office letters or reports

involving policy decisions will be left for the Manager to deal with .Sorting, reading and

annotating incoming mail and documents and attaching appropriate documentation to facilitate

necessary action. Determining mail routing and signatures required and ensure follow up

1.4 Dealing with Manager`s mails during his/her absence and responding where necessary,

thereby minimising incoming mail. Alerts Manager to urgent critical issues and deadlines

1.5 Taking action authorised during Managers absence , using initiative and judgement to see that

matters requiring attention are referred to delegated authority

1.6 Researching and abstracting information and supporting data in preparation for meetings

1.7 Screening all calls and evaluating requests for meeting with the Manager

1.8 Managing the Managers diary by prioritising / coordinating events , meeting and rescheduling

/refusing appointments

1.9 Coordinating the various year planners to ensure to ensure no conflicting appointments for the

Manager

1.10.Arranging business itineraries and co-ordinating Managers travel requirements

1.11.Controlling all request for payment, signing of documentation, submissions for Board and

EXCO meetings

1.12.Writting letters and completing various documentation , submissions for Board and EXCO

meetings

1.13.Writting letters and completing various documentation on behalf of the Managers and

submitting for his/her approval

1.14.Coordinating logistical arrangements including :

- planning the ordering of equipment and allocating telephone connections

- ordering , controlling and distributing stationary required

- ensuring the necessary IT infrastructure is in place

- ensuring the required telephones , fax machines and photocopies etc. are available and

In good working order

- ensuring the necessary accounts are paid timeously

1.15. Utilises various software packages to compile spreadsheets, typing agendas and minutes of

meetings, presentations etc.

1.16.Coordinating and producing presentations for various Board Meetings

1.17.Maintaining filing and records management system this includes confidential files for

Managers

1.18.Assisting the various reporting managers with their outputs were necessary

1.19.Anticipating problems and peaks in workflow and plans accordingly

2. Provides a communication and relationship management service by :

2.1 Ensuring Eskom rules of etiquette and protocol are observed in all dealings

2.2 Establishing and maintaining harmonious working relationship with superior, co-workers,

customers, clients and suppliers

2.3 Coordinating all contact /request between the offices of the Chairman, the Chief Executive,

Board Members, EXCO members and the DE/GE/SGM

2.4 Organising functions /events and on occasions acts as a host if required

2.5 Dealing with Executive Staffing and Support regarding Executive Human Resources issues on

a strictly confidential basis

2.6 Performing Government liaison. This involves receiving or sending correspondence to their

offices and ensuring the GE/DE/SGM receives correspondence which is copies to him , and

telephonic liaison

2.7 Contacting or responding when contacted by high ranking officials/executives of large national

/international concerns

2.8 Ensuring that all request for information are dealt with timeously and by the appropriate staff

members

2.9 Following up on outstanding requests for information and expediting responses when

necessary

2.10.Professionally dealing with clients and customers and providing a professional image

2.11.Ensuring that the GE/DE/SGM `s image is at all times seen in high esteem

2.12.Pro-actively informing the GE/DE/SGM of sensitive issues within the Division

3. Provides an information service by :

3.1 Conducting research on request , compiling research reports/findings/presentations and

disseminating research results

3.2 Sourcing and supplying information on internal and external matters

3.3 Creating and maintaining information databases as required e.g. database of internal and

external contact details and telephone numbers

4. Assisting the DE/GE/SGM with personal matters by :

4.1 Dealing with Executive Staffing and Support regarding the DE/GE/SGM`s personal Human

Resources issues

4.2 Dealing with Executive Care and protection regarding domestic matters

4.3 Facilitating the sorting out of Medical Aid issues

4.4 Making arrangements for the sending of gifts and flowers etc