Executive Assistant M/F at Voltalia

The Executive Assistant, based in Sandton (Johannesburg, South Africa), will have the following responsibilities:

Diary management / coordination & Administration

• Planning and organization of extensive travel schedule
• Planning and organization of daily and monthly schedule/agenda of Country Manager:
• Management, organization, and optimization of the diaries
• Meetings and other commitments scheduling
• Team meetings, workshops etc. as required
• Follow-up of monthly and quarterly reporting of all Managers, Asset Owners etc. , scheduling, agenda management, meeting minutes, documentation, etc.
• Document development, review and amendment, namely for Monthly and Quarterly Reports in the appropriate format
• Implementation and maintenance of contacts registration database
• Interfacing with the broader teams for coordination meetings
• Supporting the Country Manager various reports and any other related items

Business travel

• Requesting flights and travels logistics for Country Manager
• Monitoring travel costs and periodical reporting for the South African team
• Monitoring travel roster of team members and ensuring adherence to the travel policy

Communication

• Coordinating communication efforts to the internal stakeholders (local team)

Financial

• Assisting in the preparation of reports i.e. track spend vs budget
• Collecting and updating of monthly cash flow request from various Business Lines’s
• Follow up of all Request for Commitment requests, PO requests, collection of signatures, registration of documents etc.

General

• Supporting BL’s Senior Managers as and when required
• Providing high level support and coordinating with Office Management team in Cape Town
• Any ad hoc task as required from time to time 

REQUIREMENTS

• Matric (Grade 12) qualification mandatory
• Related certification / course advantageous
• Previous experience in a renewable energy or related environment a distinct advantage
• 5+ years of relevant experience in a similar role essential
• Proficient in MS office tools (Power Point, Excel, Word, Visio…etc) essential
• Fluent in English

KEY SKILLS

• Team spirit and positive attitude
• Professionalism and ethical conduct
• Attention to detail is essential
• Ablility to communicate effectively at all levels of the organization
• Proactivity, resilience and ability to work under pressure
• Ability to adapt to multicultural environments
• Excellent verbal and written communication skills
• Ability to organise effectively and prioritise own workload
• Respectfulness and confidentiality