Executive Assistant and Secretary

SUMMARY:
Dynamic Fluid Control, a local manufacturer of valves, has a unique and diversified portfolio of products catering for the mineral processing, power generation, water and affluent markets. We have a strong strategic approach towards active participation in global markets. The following position has become available at DFC: POSITION INFO:

KEY PERFORMANCE AREAS (DUTIES & RESPONSIBILITIES):

• Prepare board, board committees and shareholder’s meeting agendas, taking of minutes and distribution thereof, circulation of matters arising and action plans
• Ensure the smooth running of the Board’s and Board Committees’ activities including the following: co-ordination of meetings, assisting the CEO with the preparation of agendas, papers and reports, attending meetings and ensuring minutes are written, approved, and signed-off, facilitate round robin resolutions, ensuring follow-up on outstanding matters
• Maintain the company’s and board records/minutes, board registers, registers of disclosures of conflict of interests, etc.
• Completes a broad variety of administrative tasks for the CEO and COO
• Compose and prepare correspondence that is confidential
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature
• Manages a variety of special projects for the CEO and COO, some of which may have organizational impact.
• Proactive and follows-through on projects to successful completion, often with deadline pressures.
• Maintenance of an effective and efficient paper-filing and electronic system
• Manage CEO’s and COO’s calendar and appointments
• Plans, coordinates and ensures the CEO’s & COO’s schedule are followed and respected
• Arrange complex and detailed travel plans, itineraries, and agendas

ACADEMIC QUALIFICATIONS:

• Minimum Required : Secretarial Diploma
• Preferred: Degree in Administration, Commerce, Law or similar
• Computer literate
• Good communication and organizational skills
• Good spoken and written English language

EXPERIENCE:

• At least 3-5 years of experience supporting Executives
• Experience in Project Management
• Experience and interest in internal and external communications
• Proficient in MS Office (outlook, word, excel and PowerPoint) technologically savvy and keeps up to date with office administration tools.

BEHAVIOURAL COMPETENCIES AND ATTRIBUTES:

• Accurate
• Organised
• Demonstrated personal integrity and honesty
• Application of discretion and confidentiality
• Maintains effective relationships
• Responsible and accountable
• Methodological
• Analystical