About the position
JOB DESCRIPTION
- To deliver effective comprehensive secretarial and administrative support to the Executive Managers and their teams. In addition to perform a central role as a project coordinator in the transformation office
QUALIFICATION AND EXPERIENCE
- Matric coupled with an appropriate secretarial qualification or project related qualification Ideal and advantage
- Business qualification advantageous
- Relevant Project Management certification
- 5 years' experience in a similar position
KEY PERFORMANCE AREAS
Executive Assistant
- Management of diaries and co-ordination of meetings for relevant team members
- Ensures that the Executives have relevant documentation for meetings
- Receives and screens incoming calls and visitors, determines which are priority matters, and alerts the executive accordingly
- Makes referrals to appropriate staff or provides requested information
- Management of other incoming correspondence (e-mails/manual mails) and responds appropriately
- Acts as liaison between the executive and subordinates by transmitting directives, instructions and assignments and following up on the status of assignments
- Deals with queries/complaints where necessary
- Reviews, proofreads, and edits documents prepared for the executive manager's signature
- Researches, compiles, assimilate, and prepare relevant confidential and sensitive documents and brief the executive manager regarding content where relevant
- Reviews reports submitted to Executives
- Compile reports as per required format - monthly/weekly
Project Co-Ordination
- Compiles documents for the transformation managers office
- Acts as the liaison between the company Corporate Executive and the external stakeholders, managing relations, so as to maximise, maintain and grow relationships
- Book relevant trainings for internal and external teams in line with requests
- Effective scheduling of various steering committee, programme, project and ad hoc meetings and workshops
- Effective and efficient minute taking, updating of project registers and schedules and distribution within agreed timelines
- Effective, efficient and appropriate communication with project stakeholders
- Coordination of project tasks where required
- Ensures an efficient management of processes within own office and the portfolio so that they are effective and promotes good governance
- Collating, obtaining approval and distributing updated project reports to appropriate audiences within agreed timeframes
- Assisting with collating information within the various Finance Teams, obtaining approvals and distributing to appropriate audiences in timely fashion
- Collate complaints and distribute them to the channels, ensuring they are resolved on time
- Provides trend analysis for management and provide feedback for areas of concern
Travel Arrangements
- Organize travel and hotel bookings for Executives and line mangers in the divisions and other stakeholders (when necessary)
- Arrange transport to airport when necessary for visitors from out of town
Ad hoc tasks
- Perform any reasonable tasks as and when required by the Line Manager
SKILLS
Knowledge
- High level of computer proficiency, including a sound knowledge of Ms Word, Excel, Access, PowerPoint and Outlook
- Proven track record in secretarial and administrative environments
Attributes/Values
- Flexibility and adaptability
- Willingness to keep up to date with the new technology development
- Drive
- Stress tolerance
- Persuasiveness
Desired Skills:
Desired Work Experience:
Desired Qualification Level:
