Executive Assistant to Head of Human Resources at Growthpoint Properties

Key Performance Areas

Time & Diary Management

• Manage diary, schedule meetings and travel arrangements 
• Co-ordinate multiple internal and external meetings with ease and efficiency; involving complex scheduling, prioritizing and managing the Executive’s time efficiently amidst shifting priorities.   Requires excellent communication and prioritization skills to re-adjust expectations of declined/deferred meeting requests.
• Acting as a liaison between executive, internal and external stakeholders.
• Discretion handling sensitive and confidential information.
• Able to adapt to different leadership styles and expectations.
• Independently manage complex executive calendar and commitments.
• Develop and implement office procedures to enhance efficiency
• Co-ordinating cross-departmental communication and collaboration.

Local and International travel arrangements

• Assess and plan travel requirements (local and international) ahead of time
• Regular liaison with Travel Agent, obtain quotes, best routing options on all flights, hotels, car hire, chauffeur transfers or other.
• Assess cost implications, and determine which route is best suited to be time-efficient for the Executive and her travel companions
• Selecting cost effective route
• Applying for all relevant visas for relevant travel entry (obtaining Letters of Invitation from inviting country, letters from various providers for Insurance and Medical insurance purposes).
• Applying for forex according to policy and SARS daily rates.
• Complex itineraries, flight check-ins and emergency support.
• Arrange private travel bookings and arrangements as required

Assist on various HR and OD projects and initiatives

• Capture and collate HR data for reporting
• Maintain the employee movements schedule for monthly submission to HR Executive
• Assist with HR/OD/EB preferred supplier list: negotiate and agree SLAs, communicate and implement changes
• Undertake research as required to obtain market-related data, or to contribute to a project or HR deliverable.

Employee Benefits

• Plan, coordinate and roll out annual Wellness Day
• Annual medical aid audit
• Liaise with EB partners to schedule EB MANCO meetings and other ad-hoc meetings
• Obtain quarterly reports from EB partners, analyse and interpret data/feedback – and provide same to HR Data, Projects, Reporting & Governance Officer
• Communicate monthly dates in advance to all employees, for when service providers will be on site e.g. nurse, EB Consultant, dietician
• Create excitement and drive greater employee engagement with EB partners
• Allocation of EB service providers’ invoices for approval and payment
• Completion and submission of all IOD claims – following up until resolved

Communication

• Meaningful interactions between employees and external stakeholders
• Communicate well at all levels, both internally and externally.
• Draft and proof-read correspondence on behalf of Executive
• Manage Group-wide communications on behalf of the Executive

Administrative support

• Assist executive to manage output, workflow and office deadlines.
• Draft, type and dispatch correspondence as directed.
• Develop and maintain Excel spreadsheets and electronic filing systems.
• Screen calls and answer queries where possible or re-direct to relevant person within the business.  
• Deal with main board of directors and directors of group companies as required
• Undertake personal duties as requested. 
• Collaboration within the EA and PA teams in the business, to ensure efficient meetings and workflow
• Secretary for HR meetings: schedule meetings, draft agendas, take minutes, follow up on matters outstanding, arrange catering if required
• Arrange and schedule HR team initiatives: team-buildings, strategy sessions etc.
• Approve HR team’s ESS applications for leave and claims, ensuring compliance with policies – and obtaining HR Executive’s approval for any exceptions
• Capturing, reviewing. submitting and amending HR data for participation in various surveys
• Allocation of invoices for approval and payment

Experience

• At least 5 years’ working experience in C-suite of a JSE listed entity.
• At least 3 years’ experience in Financial Services and/or Property Management advantageous

Education

• B Admin or BCom degree