Personal Assistant (m/f)

Duties

• Type out communications, speeches, articles, briefings and project proposals, board papers, agendas, reports and other documents, as requested, to be distributed in the business within the required deadlines
• Develop the leave plan for the year, approve leave and payroll items for the Executives subordinates
• Order stationery for the department, control stationery stock and proactively order high usage items to ensure all requirements are available to staff when needed
• Respond or redirect staff, customer or other stakeholder issues relevant to the Executive and follow-up on closure or resolution of issues
• Provide proactive management of an Executive's diary, independently scheduling appointments where necessary and referring to the Executive on the prioritization of appointments, therefore assisting in the management of their workload
• Take meeting minutes, where required, obtain sign-off of minutes by the meeting Chair, distribute minutes to all relevant stakeholders and follow-up on key action items
• Co-ordinate and arrange all travel requirements, documents, plans and itineraries for an Executive/s by liaising with an approved travel agent in order to provide suitable travel options to the manager for their approval
• Co-ordinate the end-to-end organization of meetings by ensuring required attendees are available, all logistics and accesses are arranged, all meeting documentation is prepared and distributed as required and that all related issues are resolved independently
• View the Executive's incoming mail on an ongoing basis. Flag items that need personal attention and direct selected emails to the Executive's direct reports or other departments for resolution
• Oversee, with support from People & Culture, the on-boarding and off-boarding of direct reports within the Executive's team to ensure the successful transition of resources as per agreed processes and standards
• Compile meeting packs and presentations, including the printing and binding, to be distributed prior to meetings
• Prepare records and documentation such as agendas, notices, minutes and resolutions for corporate meetings
• Co-ordinate events or conferences by arranging for facilities and caterer, issuing information or invitations and coordinating speakers
• Maintain staff or client files on behalf of the executive to ensure the information is accessible as required and only to authorized individuals
• Maintain Gift and Asset Registers for the Executive's Office for the purposes of cost control and meeting compliance requirements
• Compile and review expense claims of the executive's direct reports, highlight key concerns and present to the executive for approval
• Participate in corporate social investment identifying possible causes and participating in associated events
• Participate in the planning of desk allocations. Plan and support relocations in collaboration with the facilities management teams

Requisites

• Degree in Office Administration, Public Relations or related area
• Minimum 5 years of experience in all aspects of supporting a senior persons in the management of their office or administrative requirements
• Taking Action - This competency is about acting in service of achieving the organization's goals. It is about being energetic, showing initiative and being action oriented
• Upholding Standards - Upholding Standards within the organization is important for ensuring that high quality products and services are provided as well as for ensuring that trust is created and maintained. Individuals need to focus on developing proper and discreet behavior and to honor their commitments in order to be effective at demonstrating this competency
• Interpreting Data this competency is about interpreting data accurately with an emphasis on the processing and interpretation of numbers This competency also includes the utilization of technology Articulating Information This competency is about effectively expressing ideas and concerns, giving presentations, explaining things to others as well as showing confidence in the interaction with other people, both strangers and acquaintances alike
• People This competency is about making an impression on others It emphasizes bringing personal achievements to the attention of others, attracting attention, and giving recognition These behaviors are important not because they lead to self glorification, but because they play a role in influencing others and creating trust in personal abilities
• Interacting with People This competency is about fostering relationships that benefit the organization as well as an individual's effectiveness and efficiency. More specifically, it includes personal networking behaviors, contacting others and strengthening relationships

Notes

• Only shortlisted applicants will be contacted