This position is based in Pretoria and will manage and perform complex and confidential administrative functions to ensure assigned Executive (s) operations flow smoothly; Manage & provides direct support to the Business Unit Director; Manage all incoming & outgoing correspondence & dissemination of information as appropriate; Maintain/update Executives’ calendars, Draft correspondence & reports as requested; Answer, & screen telephone calls; Provide & organize all support materials in advance for meetings & travel Executive(s); Track & follow up on status of outstanding actions & requests on behalf of the Business Unit Director; Manage filing systems; Manage travel arrangements for Business Unit Director, Manage writing, review & dissemination of all meeting minutes & ensure quality; Work closely with staff in the Business Unit Director’s Office & as needed with other FHI groups to ensure the timely flow of work.
- Considerable skills in oral and written communication;
- Ability to communicate effectively & tactfully with all levels of staff, representatives of donors & collaborating agencies, individuals from diverse cultures, & the public;
- Ability to negotiate tactfully;
- Initiative & discretion in judging & managing confidential matters, materials & sensitive issues;
- Resourceful through technology, research skills, & relationship building among several organization teams & units & professional organizations to resolve problems & initiate enhancements;
- Proficiency in secretarial skills to include grammar, spelling & proofreading;
- Proficiency in word processing, PowerPoint & Excel.
- Ability to type 80 correct words per minute;
- Considerable knowledge of office equipment, practices & procedures, & a willingness to increase knowledge & update skills as required;
- Ability to work independently, & to organize, coordinate & effectively process work assignments, while providing attention to detail;
- With minimal supervision, manage high volume work flow efficiently;
- 5 – 8 years relevant experience in an executive secretarial capacity or MA/MS/MBA and 3-5 years relevant experience in an executive secretarial capacity