Secretary

An opportunity exists for a Secretary to contribute to the ongoing success of OK Franchise through coordination and provision of effective high-level administrative support to the Head of Operations and Commercial, as well as the team.

This position requires a high degree of responsibility, discretion, and confidentiality and a resourceful and flexible approach is required. .

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.

Executive and Administrative Support

• Diary management, travel arrangements (local and international travel, hotel accommodation, visa arrangements, travel claims, etc), meeting coordination (meeting invites, links shared with relevant stakeholders, meeting rooms booked, access to office arrangements, etc.), and confidential correspondence.
• Provide support to the Operations and Commercial team with ad-hoc events and/or projects as required.
• Prepare reports, presentations, documentation and maintaining effective records as required.
• Manage incoming communications and ensure timely follow-up on action items.
• Compile, control, presenting and filing of payment requirements, quotes and expenses.
• Suggest and implement new initiatives to support the development of the role as required.
• Ensure that all tasks/duties are carried out in accordance with outlined procedures and standards.
• Compile accurate minutes of meetings and distribute timeously.

Office Management

• Oversee day-to-day operations of the head office, including general equipment and facilities, coordinate office maintenance, repairs and service providers.
• Produce and distribute correspondence including memos, letters and forms.
• Assist with the supervising of the office cleaner/ tea assistant and ensure cleanliness and orderliness of the workspace.
• Develop and maintain filing systems for all relevant documentation including electronic and manual filing systems.

• +5 years’ experience in an administration/secretarial role with good exposure and knowledge of general administration office practices, tools and processes.
• Strong proficiency in MS Office including Word, Excel, PowerPoint, Teams and Outlook.