Executive Secretary

Kaovisa Tjozongoro

A secretary is a person who provides clerical or administrative support either to a department, CEO, General Manager or Manager.

The duties of a secretarial assistance to the general manager is to manage appointments, make necessary travel arrangements, human resources administration e.g. recording of application and arranging of interviews for recruitment, administration of meetings e.g. prepare and compiles agendas and minutes of departmental meetings, records, compile and filing, preparing and arranging all divisional functions, sets up and maintain the office filing system, registers, classifies and routes incoming correspondence, receive calls and channel to appropriate staff member.

“The three most important traits that one should have a secretary is organisational abilities, which simply means to use your time, resources and energy effectively, honesty and discretion it is of the outmost important that you discreet at all times as you deal with confidential information, friendly and good communication skills” says Tjozongoro.

“I always come on time, early morning. I will check my schedule, meet my manager and ask about tasks for the day, and remind her of scheduled meetings for the day. After that I will make coffee as my boss loves her coffee. Then I will deal with incoming correspondence, phone calls and visits, as the day flows. In my free time, I will take care of administrative duties, before leaving the office at 17:00.I will talk to my boss about the next day, reminding them the scheduled, and preparing everything for a smooth start of another day in the office” adds Tjozongoro.