Support an executive and a number of senior professionals in their day-to-day activities, including anticipating and interpreting the requirements in terms of process management, project work and data management.
Requirements
- Grade 12 / NQF Level 4 Qualification.
- Diploma in Business Administration or Secretarial will be an advantage.
- A minimum of 4 years' experience as an Assistant to Senior leaders and or executive within a large Corporate.
- Highly proficient in MS office (excel, Word and PowerPoint).
- Handle all administrative and secretarial activities (Internal Process).
- Coordinate all the day-to-day executive functions on behalf of the executive and their respective team.
- Provide personal administrative and logistical support to the executive and their team
- Arrange detailed travel arrangements and compile all the relevant documentation for travel-related meetings for the executive and their team.
- Pro-actively screen incoming calls and emails, correspondence and respond independently where possible.
- Capture all training on relevant systems.
- Follow up on agenda items and outstanding tasks.
- Co-ordinate all the components (logistics, catering etc.) of events, meetings and functions within budget and specifications.
- Provide secretarial support (agenda, minutes, action plans etc.) for the preparation and successful execution of meetings, including committee meetings.
- Assist with on and off boarding of employees within the team.
- Ensure that the executive and team are set up for success.
- Keep the teams' data and organograms updated.
- Support the flow of information within the executives office, ensuring that matters requiring their personal attention are handled speedily.
- Escalate faults and other housekeeping issues with the relevant service provider and ensure queries are resolved within the given timeframes.
- Accurately escalate complaints and queries to the relevant department.
- Ensure files are kept in order and easily accessible.
- Collate, compile, and distribute executive packs for important meetings, with a high level of detail orientation to ensure accuracy.
- Add to the executives' efficacy by facilitating ad hoc personal matters efficiently and with high levels of confidentiality.
- Build and maintain relationships with internal and external stakeholders and engage with these stakeholders in a client centric manner.
- Participate and contribute to a culture which builds rewarding relationships, facilitates feedback and provides exceptional service.
- Develop and maintain productive and collaborative working relationships with peers and stakeholders.
- Positively influence and participate in change initiatives.
- Continuously develop own expertise in terms of professional, industry and legislation knowledge.
- Contribute to continuous innovation through the development, sharing and implementation of new ideas.
- Take ownership for driving career development.
- Contribute to financial controls for the executive and team through timeously loading receipts on the procurement system. Prepare and check invoices and load payments onto the procurement system for approval and conclude process once payment is approved.
- Identify solutions to enhance cost effectiveness and increase operational efficiency.
- Manage financial and other company resources under your control with due respect.
