Executive Assistant: General Manager FTC - N/A11675 at Sun International

To provide a wide range of administrative and general support duties of a responsible, confidential, and complex nature to ensure the seamless implementation and consistent delivery of services provided by the business unit€™s Executive Office to all clients and stakeholders. The role has a lead administration responsibility and may delegate or reassign work to other support staff in the business unit.
Education
Secretarial Diploma

Experience

A minimum of 5 years administrative / secretarial functions
Skills and Knowledge

• Decision-making skills
• Multi-tasking
• Planning and co-ordination
• Handling information / following instructions

• Clerical Administrative functions
• Problem-Solving
• Checking / attention to detail
• Writing formal correspondence
• Take initiative

• Customer service orientation
• Stakeholder Relationship management
• Conformance to Internal Standards
• Sun International Structure and Channels
• Communication skills €“ written and verbal

• Proficient Computer Literacy Skills (MS Office Suite €“ Outlook, Word, Excel, PowerPoint)
• IFS (Purchase requisitions, Purchase Orders, Registering Receipt Arrivals, Fault Report Logging, Material Requisitions, Expense Claims)
• KRONOS €“ Staff scheduling
• Professionalism and Image
   

Key Performance Areas
Office Administrative Support

• Provide administrative support to the executive office (including e-mails, mail and telephone)
• Allocate and reconcile supplier invoices correctly and resolve all queries
• Submit expense claims to the Finance department as per company policy and procedures.
• Order stationery, paper and other consumables (as per company procedures), ensuring availability on demand.
• Develop a filing system (including records and reports) that enables others in the business unit to be able to access required documents
• Store confidential documents for safe keeping
• Coordinate the flow of paper and electronic documents to the appropriate parties
• Follow through on outstanding issues and action lists from minutes with relevant HODs
• Liaise with travel service providers to co-ordinate travel, car, and accommodation arrangements
• Unit Kronos champion
• Manages inQuba guest review case handling

Executive Support

• Provide administrative support to the executive office (including e-mails, mail and telephone)
• Manage the diary of the GM
• Plan time in GM€™s diary for follow-up and action steps from meetings
• Prepare internal and external communication documents for GM
• Type correspondence proficiently including letters, faxes, etc.
• Manage calls, queries and requests received by the GM€™s office on a daily basis ensuring that these are resolved, redirected or reassigned to relevant managers within the business unit.
• Troubleshoot and resolve issues with assigned clients or other stakeholders.
• Complete reports / minutes/ presentations / departmental documents and distribute to relevant parties
• Consolidate budget information and record and monitor monthly expenses, escalating any variations to budget
• Prepare and format all presentations for Board meetings, Financial Business Reviews, Staff Roadshows etc.
   

Meeting Co-ordination

• Send out meeting invitations in advance (within reasonable time to accommodate delegates).
• Minute taking in meetings
• Complete and distribute agenda and minutes timeously
• Book meeting venues according to meeting requirements €“ number of people, equipment, times, access to floor, accessibility, refreshments, and time frames.
• Co-ordinate required equipment and ensure all in working order e.g. Air Conditioning, Laptop, Proxima etc.
• Arrange catering in line with RSVP€™s and dietary requirements of the attendees.

Project Co-ordination

• Co-ordinate special projects as allocated by General Manager.
• Conduct research and analysis that may be needed for projects or presentations.
• Communicates with stakeholders, clients, visitors to achieve aims of projects.
• Monitor progress of projects allocated to staff by GM.
• Consolidate information from across the business unit and prepare reports to GM on progress, implemented actions, challenges, etc.