About the position
Client based in Midrand seeks the services of Executive Office Assistance.
Expectations:
Leadership Team Support
- Understand leadership team’s schedules annually / quarterly / monthly / weekly / daily
- Proactively plan and schedule and handle correspondence of meetings, conference calls, and meetings for the leadership team
- Continuously review/re-prioritize, and update the leadership team’s calendars according to the ever evolving schedules
- Understand, arrange and book all logistics related to the leadership team’s travel schedules… airline tickets, airport shuttles, hotel/accommodation bookings, etc.
- Follow up to ensure all travel goes according to plan and any issues are immediately resolved with service providers
- Contact and build relationships with other C-Suite executive assistants (internal & external) to be able to schedule meetings with their principals on behalf of the local leadership team
- Ensure that the travel expenses for the leadership team are promptly processed in the T&E tool on Workday
- Manage in advance, working with the company secretary, the planning and scheduling of the South Africa board of directors meetings and corresponding board committee meetings
- Manage the planning and scheduling of the monthly regional all hands meetings including consolidation of the presentation material and employees’ questions
Office Management
- Fully manage the office to ensure fully functionality and support to the work force, including all routine office supplies and supplies for meetings and events.
- Ensure a structured, orderly, and safe environment for the staff including scheduling and preparation of key meetings and events with external parties/visitors
- Supervise all service providers and contractors performing any work or maintenance in the office including liaising with the landlord
- Proactively manage all key employee communication to the staff and as needed/requested by the leadership team / management
Indirect/Office sourcing support
- Proactively review and identify office/business and Leadership Team needs through a needs analysis with management and staff,
- Support the global sourcing team in obtaining supplier/service providers’ quotes, evaluating and ensuring best value for money for the company via competitive bidding where applicable
- Raise requisitions for business/office services on Oracle ERP & collaborate with Global Sourcing to ensure Purchase Orders are placed
- Collaborate with the end users to ensure the purchased goods/services are receipted in the system to enable 3 Way Matching for payments by the AP team, including any issue resolution for on-time and accurate supplier payments;
- Support the Global Sourcing team with supplier onboarding for new suppliers by ensuring all required information/documents (Tax, CIPC, B-BBEE, Bank letters) are collected and the supplier is accurately set up in Oracle ERP
HR & CSI organizing & communication support
- Collaborate with and understand the HR Function’s priorities for the year/quarter/month to be able to support with key employee communications including training announcement and related scheduling, new employee onboarding and related document packs, employee engagement initiatives/events e.g. Heritage Day, Christmas Party, etc.
- Collaborate with and understand the Localization function’s priorities for the year/quarter/month to be able to support with key employee communications including CSI/Team Building events and other employee engagement initiatives that support the BBBEE socio economic agenda e.g. volunteering events
Desired Skills:
- good Planner
- People skills
- Good clear communicator
