Job Vacancy: Executive Secretary at eThekwini Municipality, Durban, KwaZulu-Natal, South Africa

Location: Durban, KwaZulu-Natal, South Africa
Closing Date: February 21, 2025
Reference Number: ETH250203-5
Job Number: 42005798

An exciting Executive Secretary position is available at eThekwini Municipality within the Headquarters Security Management department. This permanent role is essential in providing secretarial support to the Head of Security Management. The position is located in Durban, KwaZulu-Natal, and offers the opportunity to contribute to the effective functioning of the security management team.

Job Purpose:

The Executive Secretary will be responsible for providing administrative support to the Head of Security Management. The role involves managing office activities related to document preparation, correspondence management, and communication with visitors, officials, and the public. Additionally, the secretary will assist with the organization of meetings, the management of records, and the availability of routine information related to the department’s operations.

Key Responsibilities:

• Secretarial Support: Perform essential secretarial tasks such as typing, copying, circulating, and safely keeping documents and correspondence.
• Meeting Coordination: Organize and schedule meetings and appointments with both internal and external parties. This includes arranging venues and handling catering requirements for meetings and appointments.
• Documentation Preparation: Prepare notifications, agendas, and minutes for meetings, ensuring that all required documentation is distributed in advance.
• Record Keeping: Maintain accurate records of discussions, instructions, and correspondence. Ensure that these records are easily accessible when needed.
• Support for Query Resolution: Retrieve supporting documentation to assist in resolving queries efficiently and effectively.
• General Office Support: Provide general office assistance, including reception and telephonic services, ensuring smooth day-to-day operations of the office.
• Inventory Management: Monitor and maintain stock levels of standard forms and stationery, placing requisition orders to replenish supplies before they run out.

Competencies:

The ideal candidate should possess the following skills:

• Written Communication: Ability to clearly and effectively communicate in writing.
• Oral Communication: Strong verbal communication skills for interaction with various stakeholders.
• Planning and Organizing: Excellent organizational skills to manage multiple tasks and meet deadlines.
• Influencing Skills: Ability to positively influence others and build professional relationships.
• Attention to Detail: Accuracy and attention to detail in all tasks.
• Professionalism: High standards of ethics and professionalism in every aspect of work.
• Organizational Awareness: A good understanding of the department’s goals and processes.
• Technology Proficiency: Comfort and competence with various office technologies and software.
• Data Processing & Analysis: Ability to manage and process information efficiently.
• Interpersonal Relationships: Ability to build positive and collaborative relationships with colleagues and external contacts.
• Resilience: Capable of adapting to changing environments and challenges.
• Cognitive Ability: Strong problem-solving and critical-thinking skills.

Essential Requirements:

• Educational Qualifications: A minimum of Grade 12 (NQF Level 4) or equivalent along with an Administrative Certificate.
• Experience: At least 2 years of relevant experience in secretarial or administrative support roles.
• Technical Skills: Strong computer literacy is essential.

Preferred Requirements:

• Qualification: A Diploma (NQF Level 6) in Secretarial Studies would be an advantage.
• Experience: A minimum of 3 years relevant experience in secretarial support or administration.

Additional Benefits:

• Housing Subsidy
• Leave Entitlement
• Medical Aid
• Pension Fund
• 13th Cheque

Remuneration:

The salary for this role ranges from R218,077.44 to R283,086.84 per annum, depending on experience and qualifications.

For more information or to apply, please contact the Centre of Excellence at 031 3113103.

This position offers an excellent opportunity for an experienced and professional individual to support the Head of Security Management and contribute to the effective running of the Security Management department. If you have strong organizational and communication skills, and enjoy working in a dynamic environment, we encourage you to apply for this exciting role.

Applications must be submitted by February 21, 2025.