Administrative Officer - Executive Assistant: Operations at South African Airways (SAA)

Job Purpose

• Provide high-level, proactive administrative support to the Head of Operations to ensure smooth day-to-day functioning of all operational areas.
• Take full responsibility for the HOD's diary including screening and setting up of appointments, arranging access and parking for visitors, booking venues, making flight/travel arrangements and providing refreshments as necessary.

Principal Accountabilities

• Prepare reports, presentations and briefing packs for HOD reviews.
• Draft minutes and track action items from meetings, ensuring timely closure.
• Efficiently manage the HOD's inbox by reviewing all incoming correspondence, flagging and categorizing emails by priority, converting actionable messages into tracked tasks with clear owners and deadlines, and issuing routine responses on the HOD's behalf.

Monitor performance dashboards and escalate issues for HOD intervention.

• Coordinate data compilation and consolidate departmental reports for Operations.
• Gather information and statistical data and compile reports and graphs for management.
• Draft and proofread memos, communiqués that are issued from the executive's office.
• Act as first point of contact for OEM reps, lessors, and regulators visiting the operational environment.
• Handle sensitive personnel or commercial information with absolute discretion.
• Perform general administrative duties.
• Interface internally with other departments to represent the HOD in an effective and professional manner.
• Promote SAAT's brand through upholding a consistent high standard of professional communication with all stakeholders.
• Efficiently resolve enquiries / complaints directed to the office within parameters and escalate where necessary.

Qualifications & Experience

• Grade 12 (Essential)
• PC Literacy (MS Office), MIS and SAP (Essential)
• Relevant qualification in Office Administration or Secretarial (Essential)
• Post Grade 12 Qualification (Advantageous)
• 4 years Office Administration
• 3 years Secretarial/ Assistant
• 3 years Executive Assistant

Knowledge and Skills

• Knowledge of AMOS
• Comprehensive knowledge of MS Office packages
• Knowledge of SAAT policies and procedures
• Knowledge of operational activities
• Knowledge of continuous improvements
• Knowledge of performance management
• High level of communication (written and verbal)
• Be competent in MS Office package and internet usage
• Time management
• Interpersonal skills
• Must have typing skills of 35 words per minute
• Good Telephone etiquette
• Good planning and organizing skills
• Attention to detail
• Proactive problem solver
• Discretion and confidentiality
• Team player

Attributes

• Suggested Generic Competencies
• Maintain high level of confidentiality
• Effective communication and negotiation skills.
• Initiative
• Organizational Awareness
• Teamwork and Cooperation
• Be well presented and Customer Service Orientated
• Integrity
• Multi-tasking
• Work under pressure