RCL Foods: Executive Secretary

Reference NumberRCL210706-5
CompanyRCL Foods
Job TitleExecutive Secretary
Job Type ClassificationPermanent
Location – Town / CityPretoria
Location – ProvinceGauteng
Location – CountrySouth Africa
Job Description“At RCL FOODS we see & do things differently, we think bigger, work smarter and as a team collectively work towards achieving our ambition; more food to more people, more often!” The RCL FOODS Talent Team is on the hunt for an experienced Executive Secretary to join our Chicken Business based in Pretoria. The purpose of the role is to plan and coordinate the Directors/ Executives diary, and coordinate Executive functions, board meetings, Executive meetings, the agenda, and presentation requirements thereof.
Minimum RequirementsMinimum 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 essential. Advanced Computer literacy: Microsoft Word, Excel, PowerPoint and Outlook, and advanced PowerPoint presentation certificate and experience.
Duties & ResponsibilitiesDiary Management Management of diaries and planners. Proactively alert relevant parties in the event of deadlines. Arrange of travel and accommodation. Perform all Corporate Card reconciliations, including card applications and queries thereof. Administer vehicle logs, travel and cell phone claims and ensure submission to the appropriate. Administration Responsible for maintaining customer contact details. General customer and staff enquiries on behalf of the Executive team. Coordinate corporate credit card reconciliation as well as cell phone reimbursements. 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. Create buying requisitions for contracts to ensure site specific orders are raised and buying requisitions for other sections. Coordinate CAPEX for IT equipment, i.e. laptops, etc. Meetings and Functions Arrange and communicate meetings and agendas. Attend meetings to take minutes and distribution thereof. Prepare notifications, agendas, and minutes for meetings. Coordinate functions including accommodation, travel, venue administration. Learning Administration Provide administrative support in the planning, co-ordination and delivery of learning and development events. Manage training documentation ensuring that Attendance Registers are captured on HR Management system. Schedule relevant employees to attend internal and external learning events. Communicate programme requirements and details to employees and training providers. Co-ordinate learning event arrangements, including venue, travel, and catering requirements. Set up of training rooms when required. Office Management Supervises Office Cleaning Staff, when necessary. Arranging grounds and building maintenance in administration offices, gardens, and signage, when required. Attend to telephonic calls and visitors to the operations.

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