Executive Assistant at Exxaro Resources

About the Job

Job Advert Summary

Purpose

• To manage the executive's office effectively and efficiently.
• To perform secretarial duties and attends to routine and specific matters of a business nature.
• Responsible to manage the calendar and independently schedule all relevant appointments.
• To screen incoming calls and correspondence and responds independently when possible.
• Arranges events or conferences by arranging for facilities and caterer, issuing information or invitations and coordinating speakers.
• Prepare records such as agenda, notices, minutes and resolutions for corporate meetings.
• Arranges detailed travel plans and itineraries, compiles documents for travel-related meetings.

Minimum Requirements

Qualifications

• Grade 12/Standard 10 (Essential/Minimum)
• Certificate Secretarial (Essential/Minimum and)
• N Dip: Secretarial Office Administration (Essential/Minimum)

Experience

• 3 years Relevant experience within a secretarial and administrative function. It is recommended that at least 2 years’ experience involved international travel arrangements and logistics. Experience in working with senior management is essential. (Essential/Minimum) Operational

Requirements

• Psychometric Assessment (Essential/Minimum)
• Certificate of Fitness (Essential/Minimum)

Duties & Responsibilities

Compliance, Governance and Assurance

• Comply with applicable processes, procedures, statutory laws and regulations
• Ensure all document control systems, database processes and procedures are in accordance with all procedural standards
• Ensure level of authorisations are applied within applicable processes
• Ensure a good understanding of working with different Exxaro technology tools, such as Microsoft teams, Power BI, etc.

Customer, Stakeholder and Client Relationship Management

• Maintain relationships with both internal and external customers to promote department and overall company image
• Interface with clients and attend to customer requests or complaints and conduct regular follow-ups to ensure problems have been resolved
• Assist with arranging client visits

Financial Support Services

• Assist with the cost centre financial performance analysis (budget and cost centres actively managed to ensure no errors and no overspend)
• Assist with preparation of departmental budget and forecasts with the assistance of a senior member of the team, when required
• Manages and reconciles expense claims

Office Management

• Manage the office independently during the absence of the executive
• Adherence to the values and culture of Exxaro is required at all times
• Support the departmental team, mentor secretaries and administrative assistants
• Coordinate the office functions and render support in terms of; equipment, document control, diary and time management, telephone screening and routing, compiling correspondence and presentations, venue bookings and arrangements, scheduling of meetings and travel arrangements domestically and internationally and attending to stock and invoices where applicable
• Manage an electronic diary, scheduling, confirming and following up on appointments
• Ensures that conferences, meetings and projects are coordinated timeously
• Prepare documents, presentations and records such as agenda, notices, minutes and resolutions for corporate meetings, efficiently
• Proofread all relevant documentation before it is submitted for approval
• Collate and update excel spreadsheet for reporting purposes
• Register, capture, update, control and maintain data and other related systems required to enhance departmental operations

Safe and Healthy Work Environment

• Adhere to Occupational Health and Safety (OHS) Act and comply with company specific Safety Health and Environmental (SHE) policies and procedures
• Address all unsafe practices by reporting it to the area manager or representative
• Promote good housekeeping practices and accept safety responsibility

Behavioural Alignment

Demonstrates the following:

• Creativity, collaboration, sociable and awareness to the ecosystem
• Stewardship, accountability, ability to develop trust, safety conscious and ethical
• Ability to respond quickly to business needs/agility, flexibility, continuous learning, innovation and proven ability to experiment on creative business solutions
• Ability to be inclusive, eagerness for multiple skills, embraces multiple cultures, accepts different approaches and be human-centric/empathetic
• Results oriented, quality driven, excellence, entrepreneurial abilities, efficient and effective