Executive Assistant at Mintek

About the position

Introduction
The Executive Assistant will have to proactively manage the office of the Group Executive. Provide full administrative and secretarial support to the Group Executive.
Duties & Responsibilities

KEY PERFORMANCE INDICATORS:

Management of Group Executive Office:

• Manage and work closely with the GE performing day to day administrative tasks.
  
• Plan and schedule critical engagements for the executive, aligning these to the planning and budget cycle.
  
• Coordinate speaking events and engagements of the GE.
  
• Ensure that the GEs calendar/diary is up to date and efficiently managed as changes occur, or new meetings are scheduled.
  
• Attend to phone calls and messages either through first line response or forwarding as appropriate.
  
• Review and summarize miscellaneous documents, prepare and outgoing correspondence for the GE.
  
• Provision of day to day service (internal and external) in the Office of the GE.
  
• Maintain absolute confidentiality in respect of all tasks and duties performed.
  
• Undertake ad hoc tasks assigned by Executive Management.
  

Communication and Protocol:

• Reviewing Internal and External Communications: drafting speeches or presentations for the GE.
  
• Receive guests to the GE's office including public office and parliament officials including business partners.
  
• Develop and deliver user-friendly orderly and logical filing system that can be easily accessed when absent.
  
• Assist the GE in consolidating several management documents for distribution and co-ordinate feedback.
  
• Manage the flow of documents into and out of the GE's office and ensure that every document can be accounted for.
  
• Execute complex assignments with maximum efficiency and confidentiality.
  

Financial Administration and Reporting:

• Manage the procurement of goods and services and execute services within budget.
  
• Enter Purchase Requisitions (PR) on IFS (ERP Systems).
  
• Monitor progress to ensure PR is translated into a Purchase Orders (PO) timeously.
  
• Coordinates collection and preparation of operating reports, such as expenditures and statistical records.
  
• Ensure that orders and invoices are done.
  
• Prepare all expense reports for Executive.
  
• Coordinate and distribute monthly and quarterly reports to Executive.
  

Meetings and travel arrangements:

• Arrange bookings, venues, refreshments, equipment (laptop, projector etc.) for the GE's Office.
  
• Take minutes of EXCO, Mancom and Ad hoc meetings.
• Arrange travel and related requirements for the GE.
  

Desired Experience & Qualification

JOB KNOWLEDGE AND REQUIREMENTS:

• 5 years relevant experience or more.
• ERP systems , Excel, Word, PowerPoint, MS-Office.
• Strong organization skills.
• Business Acumen.
• Resourcefulness.
• Adaptability.
• Interpersonal skills.
• Multitasking.
• Ability to cope in a stressful and demanding environment.

QUALIFICATIONS:

• Bachelor's Degree in Office Administration or equivalent.

BEHAVIOURAL COMPETENCIES:

• Business writing skills.
• Maintain strict confidentiality and exercise discretion.
• Possess strong writing, and communication skills.
• Be attentive and detail-oriented.
• Able to work efficiently within time constraints and deadlines.
• Computer literate.
• Office Administration.