Administrative Assistant - Cape Town at Astron Energy (Pty) Ltd.

• Perform executive, business management and administrative support to the General Manager Strategy, Sustainability & Operational Excellence & broader team. Supports within the department liaises with external stakeholders.

Provide support to the Strategy, Sustainability & Operational Excellence leadership and department as a whole

• For GM, this includes daily coordination
• For department, this includes travel arrangements, event management, procurement, screening calls and re-routing as required,
• Understands the operations within the department to direct calls appropriately, minimizing the impact on management
• Manage day to day communication
• Provide direct support to other EXCO Leadership team as and when required, aligning with GM Strategy, Sustainability & Operational Excellence

Fiscal Administrative Support

• Prepare Systems, Applications, and Products (SAP) purchase orders.
• Prepare Expenditure Requests and data for purchase of equipment that forms part of Capital.
• Control all office expenditure and implement cost control processes relating to telephone, photocopy, fax, courier services and stationary costs.
•  Process and reconcile all GM travelling expenditure.

Transactional Administration

• Book outside training/events for management on request.
• Prepare and submit monthly reports.
• Maintain confidentiality of sensitive information.
• Work with management to prepare training plan for all employee, track and monitor training plan.

Operational Excellence and Other Support

• Perform other occasional support functions as and when required.
• LPS Stewardship - Utilize Loss Prevention System to enhance Operational Excellence understanding & improve. Perform, monitor and report regularly on Loss Prevention Observation’s and use Near Loss Incident’s/ Loss Investigation’s

Execution Compliance:

• Actively assist the Strategy, Sustainability & Operational Excellence team in organizing meetings, participate, take minutes, circulate and follow up on specific action items and follow up on all matters on a timely basis. 
• Budget tracking/forecasting with respect to payment of vendors and assist in the payment of vendors and arrange monthly Strategy, Sustainability & Operational Excellence meetings. 
• In respect of compliance, collect and consolidate all the required monthly data/information as per agreed schedules/calendar. 
• Responsible for making travel and hotel arrangements for team above (include flight bookings, hotel reservations, visa application).  Co-ordinate and arrange conferences, meetings and training programs and ensure all arrangements are in order prior to the event.
• Assist in preparing presentations / reports as and when required. 

Professional Qualification and Certifications:

• Business Administration/Management, or other tertiary qualification.

Work Experience:

• 5 years experience in a corporate environment
• In a business administration and or project management role

Knowledge and skills:

• Proficiency in MS Office (Word, Excel, PowerPoint, Visio, Electronic Mail and Calendar, and Projects)
• Knowledge of SAP R/3
• Ability to work under pressure (essential)
• Strong initiative and ability to think and work independently (essential)
• Strong Planning and organizing skills (critical)
• Strong Customer relationships and interactions skills (critical)