Secretary

An opportunity exists for a Secretary to contribute to the ongoing success of OK Franchise through provision of effective administrative support to the Western Cape Divisional Manager.

This role of the Secretary is to coordinate and provide support to the team and a resourceful and flexible approach is required. The position requires a high degree of responsibility, discretion, and confidentiality.

The areas of focus may include driving the identification and implementation of process improvements, policies, and procedures, managing relationships with various teams. The incumbent is required to be able to work on their own initiative, be self-motivated and proactive. An eye for detail will be highly advantageous.

Our ideal candidate will:

• Organise and schedule appointments and meetings and ensure all meeting arrangements are in place (e.g. meeting invites; links shared with relevant stakeholders, meeting rooms booked, access to office arranged, etc.).
• Check contracts for completion and that all relevant signatures are present.
• Type, prepare and compile relevant documentation (i.e. reports, presentations, correspondence, memos, minutes etc.)
• Keeping a record of the project team's activities.
• Undertake research as requested/directed by the project development team.
• Compiling data to be presented to stakeholders.
• Maintaining effective records and administration.
• Assist with necessary correspondence, when required to do so.
• Respond to queries via email and escalate to the appropriate parties.
• Develop and maintain a filing system.
• Document and file expenses.
• Suggest and implement new initiatives to support the development of the role as required.
• Maintain open and effective working relationships with stakeholders.
• Ensure that all tasks/duties are carried out in accordance with outlined procedures and standards.
• Provide administrative support to ad-hoc events and/or projects.

• +2 years’ experience in a secretarial/clerical role withgood exposure and knowledge of general administration office practices, tools and processes.
• Strong proficiency in MS Office including Word, Excel, PowerPoint, Teams and Outlook.
• Experience in a retail or FMCG environment.
• A valid driver's license is essential.

The perfect candidate is:

• Energetic and vibrant, enjoys working in a dynamic, fast paced environment.
• Well-developed interpersonal skills, self-awareness and personal influence – able to interact, engage and maintain professional relationships with people at all levels of the corporate structure.
• Able to work under pressure, prioritise and balance numerous competing demands in a high-volume, high pressured, fast-paced working environment
• Organised and detailed - Plans, coordinates and executes functions, practices and procedures to realise business unit goals and objectives. Vigilantly watches over work processes, tasks and outputs to ensure accuracy and initiates action to correct any quality concerns.
• Customer orientated - Committed to providing a high-quality customer service. Ensures customer needs are understood, problems timeously resolved, and expectations met.
• Excellent written and verbal communication skills with well-developed spoken and written fluency in English along with the ability to convey information and data clearly, accurately and succinctly.
• Analytical with good problem solving skills - Comprehends new information to generate insights while proactively investigating courses of action to identify feasible solutions.
• Personal integrity – Has good judgment and discretion to manage and maintain confidentiality. Takes accountability for actions and mistakes.