Executive Assistant (Mill/ Production Environment) at Ellahi Consulting

Qualifications required

• Grade 12/National Senior Certificate
• National Diploma (Office Administration/Secretarial/Business Admin)

Knowledge

• Operational office administration
• An understanding of relevant legislation, policies and procedures
• MS Office
• High level of excel proficiency.

Experience

• Three to five years related experience and/or training; or equivalent combination of education and experience.
• Proficient in MS Office, including Outlook Word, Excel and Power-point (Intermediate) SAP Experience

 This role supports the strategy by:

• Providing senior administrative support of a highly complex and responsible nature in a team-oriented fast-paced environment.
• Application of best practice systems and procedures in maintenance of records.

This role interacts with the following key people:

• General Managers
• Works Manager
• Production Managers
• Finance Manager
• Clients
• Contractors
• All Department Head and departmental staffs

Personal attributes

• Basic understanding of Operations terminology
• Team engagement
• Analytical and problem solving

Skills

• Decision making skills
• Effective verbal and listening
• Communications skill
• Stress management skills
• Time management skills
• High level of trust
• To be detail orientated with good communication skills in English as you will be required to interact with senior executives internally and externally.
• The ability to be a team player is required as you will be working closely with other members of staff to ensure smooth running of operations at all times.

Circumstantial Aspects: Travel, working hours (shifts) etc.

• Ability to adjust to multiple demands, Shifting work priorities, ambiguity, adversity and change.
• The incumbent may have to manage several projects at once and may be interrupted frequently to meet the needs and requests of the GM, clients and contractors.  
• The incumbent may find the environment to be busy and will need excellent

Core Competencies

• Quick response to queries.
• Solve customer problems with suitable alternatives.
• Deliver on promise (e.g., report deadlines)
• Enhance image of ops division
• Organise meetings - Communicate dates, agenda and venue on time.
• Communicate timeously, and accurate for problem resolution, formal and informal correspondence.
• Assist and give support to colleagues to ensure full flow of the department.
• Provide effective and accurate reports as required.
• Financial skills
• Interpersonal skills
• Communication skills

Leadership Competencies,

• Relationship building
• Results focused
• Planning and organizing
• Attention to detail
• Flexibility
• The ability to implement projects and processes.
• Responsible for self-sufficiency. Provides small project responsibility.
• Ability to supervise tasks and or projects.

Technical Competencies

• Ability to pull reports
• Managing the day-to-day operations of the office.
• Organizing and maintaining files and records
• Planning and scheduling meetings and appointments
• Managing projects and conducting research
• Preparing and editing correspondence, reports, and presentations
• Making travel and guest arrangements where required
• Computer skills – MS office (Excel, Word, Outlook), SAP Financial Module (PO, GR, RN)
• Reporting on stats
• Administration skills
• Communication skills – written and verbal
• Date capturing – accuracy