VACANCY: Executive Secretary

Simbithi Eco Estate Homeowners’ Association (SEEHOA) has the following exciting opportunity:-

Executive Secretary

Duties and Responsibilities

Oversee the overall management of the General Manager’s Office (Screening of calls, general correspondence, flights and accommodation booking, diary management of Board and GM)
Arrange and co-ordinate the Board meetings (Diary management), AGMs and any special general meetings, including the preparation of agenda, production and circulation of any associated paperwork
Ensure that minutes of all meetings and any committees are properly recorded.
Maintain a database of Board decisions and ensure that the Board’s decisions are communicated efficiently so as to achieve prompt and full implementation.
Track all decisions made at the meetings to ensure implementation.
Act as a confidential sounding board to the General Manager, Chairman and Directors on matters that concern them, and taking a lead in dealing with difficult interpersonal issues
Prepare reports for respective EXCO and Board review.
Participate in EXCO meetings and provide strategic input and advice.
Ensure timely, consistent and transparent communication with all stakeholders including regulators, customer’s service providers and Board.
Direct resident queries to HOD’s for resolution
Assisting with Estate Communications – ad hoc (Office and after hours)
Overseeing the sales and rentals
Assist with vetting of long term and short term leases
Administration of all sales and transfer with the transferring attorneys, buyers and sellers
Updating of details on the in-house systems – ad hoc
Controls – liaising with building control and the environmental departments in relation to inspectors on transferring properties or new sales, Accounts Department – levy clearance
Monthly report on generation on leases, sales and transfers
Establish and maintain welcome pack for short term tenants, long term tenants as well as new owners – ad hoc
Sales and rental agent vetting and information sessions, setting of agents exam and marking of exam as well as feedback thereof