Executive Assistant at Zutari

What kind of talent do we pursue?

• We employ people with the right attitude and a positive mindset, who are motivated by doing the right thing, getting things done and share a sense of urgency. People who have an impact in our teams and broader community. People who think differently and connect with those around them to co-create new opportunities and leave a meaningful legacy

Role Responsibilities

• Establishing and maintaining effective internal communication processes that ensure the flow of relevant information.
• Manage schedules by planning and scheduling meetings, conferences, teleconferences, travel, accommodation, etc.
• Maintain excellent relationships with external/internal clients, including detailed contact information, client bio’s, birthday dates etc.
• Manage and coordinate communications both internally and externally.
• Develop and format documentation using appropriate software
• Management of appointed budgets / calendar management.
• Support and stand in for other activities as and when required.
• General Unit related administration (incl. printing and collating documents, issuing of information, maintaining register).
• Create & prepare documents for online signatures, including bulk drawing transmittals – Signiflow.
• VMS (capturing) - super user prepare docs and register new vendors and link to projects.
• People related Staff support (training application forms, Certifications, etc)
• Travel & Accommodation Arrangements (incl. FOREX & Visa Applications)/ Arrange covid tests if required.
• Assist with Expense claims.
• Updating CVs & Retrieving CVs, Professional Registrations, Qualifications, Reference Letters and Company Documents for tender requests and tender compilation (coordinate updates where required).
• Work required by BSS.
• Attending to the Zutari DoA (Delegation of Authority) approval coordination.
• Update Resource schedule.
• Change of staff documentation with employer, e.g., changing site staff, site benefit agreements, processing.
• Retrieving information from procurement websites where tenders and information is advertised and making relevant units aware of the opportunities.
• Exporting the Project Experience Data (PED) for tenders and Client review.
• Preparation of tenders and proposals and completion of tender returnable.
• Process of loading Variation orders.
• Championing ISO 9001 standards and providing exceptional HSE support (incl. champion for Zutari methodologies within unit).
• QES coordinator for office.
• Grammatical review, formatting, editing of reports and written documents.  Typist on reports and written communication.  Compile project reports when required.
• Compilation of minutes of meetings (incl. unit management and technical project meetings).
• Support and Assistance with OMS and PRAF completion and signature (regular maintenance and management required).
• Attending to project administrative assistance housekeeping of project and admin folders / including Proposal and Project Folders on Zugle / SharePoint.
• Drafting of letters/ emails to client regarding Administration matters. I.e. someone to correspond to client's project administrator and support to Contracts Manager.
• Documentation control: Open SharePoint Folders and add team members.
• Assist with organising yearly medical fitness assessment for all BE staff in Rosebank.
• Organise advance claims from creditors and process recons for office events/ arrange functions farewells.
• Fulfil a supporting role to the Project Leader.
• Compilation of International Travel Plan & JMP.
• Compiling Agreements such as PROCSA and in-house purchasing.
• Arranging PI & PL certificates.
• Fill out requisitions and arrange stationery.
• Completion of Client Vendor Registration Forms.

Minimum Requirements

• Minimum of 3 to 5 years of relevant experience in similar role
• A strong background in Office support and assisting in projects.
• Ability to produce high quality work.
• A willingness to learn.
• A strong interest in working on innovative and complex projects.
• A passion for design data management and coding (beneficial)