Departmental Administrator at Affirmative Portfolios

Overview:

The main purpose of the job is to provide support to the Education & Transformation (ET) team, comprising the Director ET, Professional Managers and Administrators in the department.

Key Responsibilities:

• To support the Director and ET team to achieve the strategic and performance goals of the company.
• To manage the diary of Director and Committees by setting up appointments and meetings.
• To serve as the primary point of contact for the Director and Professional Managers dealing with correspondence and phone calls.
• To provide administrative assistance to Director and ET team and ensure that the department adheres to all organisational deadlines.
• To arrange all aspects of meetings: invitations, invitation responses, venue bookings, catering, refreshments, parking, audio visual support and print agenda papers.
• To make domestic and international travel and accommodation arrangements for Director, ET Team and committee members, coordinate the pre-planning of trips, including arranging appropriate agendas, necessary contacts, itineraries, visas, marketing materials and other necessary preparations.
• To liaise with other departments such as the Finance team, HR, IT, SCM and operations to ensure the smooth running of operational matters between departments.
• To prepare attendance registers, committee member claim forms and minute books, compile, transcribe and distribute minutes and memos of meetings.
• To maintain professional stakeholder relationships across all levels, manage queries and information timeously.
• To manage all aspects of the planning and logistics for training, workshops and roundtables, both local and around South Africa.
• To assist Director and ET team for planning and preparation for their local and international stakeholder commitments.
• To monitor the receipt of claim forms, observer forms, signed Codes of Conduct from committee members and Declarations of Interest forms from committee members. To follow up on outstanding documents timeously.
• To monitor that the team have backed up all their work on the O drive and upload all meeting documents to OneDrive.
• To assist the Director and ET team with preparation for future meetings e.g. reminders, arrangements and documents.
• To remind the Director and Professional Managers about important tasks and report deadlines.
• To collate slide presentations, reports, memos and other correspondence from Professional Managers for the Directors review to ensure accurate submission of reports and information.
• To assist the ET team with formatting of documents according to professional and company brand guidelines.
• To manage the POPI compliance of the Department
• To undertake any other compliance and administrative functions linked to the proper functioning of the Department.
• To represent the Department on internal committees and structures
• To arrange company wide and ET departmental staff and strategic meetings on behalf of the Department.

QUALIFICATIONS AND EXPERIENCE

• Office management or administrative skills degree/diploma
• Executive secretarial and/or departmental administration training and experience
• Diary management
• Project management skills
• Excellent secretarial skills
• Strong administrative skills
• Strong planning and organisation skills
• Is able to use technology effectively
• Conscientious of quality of work

SKILLS & PERSONAL ATTRIBUTES

• A team player, with a positive attitude and strong work ethic
• Excellent verbal and written communication in English
• Excellent interpersonal skills
• Ability to work under pressure, independently and as part of a team
• Telephone and email Etiquette
• Events organising
• Bookings: venues, caterers, travel (domestic and international travel)