Executive Assistant at WastePlan

Job Summary
To provide efficient and responsive administrative, organizational and logistical support to the Managing Director, assisting him to prioritize his time. To provide proactive support to the MD across all areas of responsibility in order to facilitate excellence in execution and ensure effective office management. 

Responsibilities
 
Administrative assistance

• Provide a high level of confidential service and administrative support to the Managing Director
• Manage and maintain the Managing Director’s diary
• Schedule meetings with clients, the Managing Directors’ direct reports and the committees and groups to which he is a member
• Ensure guests meeting with the Managing Director are received hospitably
• Filter general information, queries, phone calls and invitations to the Managing Director by redirecting or taking forward such contact as appropriate
• Keep and maintain an accurate record of documents and correspondence
• Prepare correspondence on behalf of the Managing Director, including the drafting of general replies
• Preparation of reports as required for Board, EXCO and reporting meetings
• Assist the Managing Director with monthly B-BBEE reporting and ensure compliance on procurement of goods and services
• Compiling and timely submission of reports as requested
• Assist in compiling and submission of tenders
• All general assistance with filing, scanning, copies, etc.
• Coordinate and arrange travel and accommodation requirements and provide itinerary as required
• Identifying system improvements and innovations that may result in more efficient and effective work processes
• Carry out any other duties which may be required within the overall function of the job

Meetings administration

• Schedule and arrange all meetings as required
• Make boardroom and conference call bookings as per procedures
• Prepare agendas, attendance registers and minutes for meetings as required and filing of these documents after meetings
• Collate and distribute all documents ahead of the meetings
• Ensure action points for the Managing Director on all meeting minutes are recorded and actioned on time and appropriate feedback is given to relevant parties

Office management

• Manage and oversee all office functions and responsibilities
• Management and supervision of employees reporting to you (training and development, appraisals, monthly meetings, etc.)
• Ensure effective cost recovery from all sublessees in the building
• Renewal of sublease agreements and adjustment of recoveries accordingly
• Effective procurement and stock control of office supplies and stationery
• General repairs and maintenance (including carpet cleaning) – request quotes and ensure queries are attended to and resolved
• Assist with any other operational requirements and queries and ensure issues are resolved satisfactorily
• Liaise with clients, suppliers and other staff in a professional and courteous manner
• Arrange events and functions and arrange catering for these events as required within the budgets allocated
• Any other duties that may be required for the efficient running of the office

Requirements

• Minimum Matric. A relevant Diploma or Degree will be an advantage
• Minimum 5 years working experience in a similar role
• Relevant qualifications and experience, knowledge and skills
• High proficiency in Microsoft Office is essential
• Valid driver’s license and own reliable transport is essential

Employment will be implemented in accordance with the Employment Equity Act.
Only Applicants considered for the role will be contacted.

Closing date: 30th June 2023