Executive Personal Assisant at ADvTECH

Overall Purpose of the Job

• The purpose of this role is to handle administrative and executive support-related tasks.Additional administrative support to the Group HR Team. This position requires a resourceful individual who possesses high level problem solving skills, comfortable working in a fast-paced environment, is exceptionally detail focused. Provide secretarial support, extensive diary management, event coordination, provides guidance with regards to HR administration matters.

Secretarial

• Ensure the Executive’s diary (electronic) is optimally managed for internal and external responsibilities and duties.
• Liaise with internal and external parties to coordinate various meetings. 
• Schedule meetings for the Executive to meet with direct reports at intervals as agreed
• Provides confidential secretarial support to the Executive and HR Team
• Recording and typing agendas, minutes, memos, letters, reports for the Executive when required.
• Responsible for answering, scanning and re-routing of telephone calls as well as setting up of telephone or video conferences
• Books venues for meetings and organises refreshments to company policies and ensure that they are kept abreast of policy changes
• Arranges and schedules psychometrics assessments for support office
• Cost Centre and budget monitoring and alert the Executive of risks/cost overruns
• Maintain Contact databases of the Executive.
• Organise, coordinate meetings, take minutes, follow-up on action items emanating from the meetings and schedule debriefing meetings so as to follow up action items that can be implemented
• Support the HR Team with coordinating training events, wellness events, long service awards and relevant HR Meetings.
• Digital document control: Implement HR administration processes to ensure the safekeeping of all records and documents

Professional Support to Executive

• Liaise with other secretaries in the Group.
• Support the Executive with follow-up activities
• Send out reminders to Managers teams regarding deadlines for submission of weekly/monthly reports and group calender report
• Managing and providing executive support to office of the Executive
• Act as a Primary point of contact for internal and external clients on all matters pertaining to the Executive and HR Team
• Gatekeeping – act as a liaison between the public, clients and customers, staff members and the office of the Executive
• Ensure timeous reporting and feedback to stakeholders- Reporting and document control
• Ensure that all stakeholder reports are in line with the organisational requirements and standards

Manco, and Exco Level Liaison

• Manco Exco Support and Liaison-Serve as the liaison between the executive office and members
• Circulate reports, minutes and agendas for meetings, record the minutes, and follow upon actions and matters arising
• Managing relations between the Manco HR Team to ensure management understanding of the board expectations
• Respond to other stakeholder queries in a timely and professional manner, both orally and in writing.
• Maintain a consolidated list of action items flowing from various forums, committees and meetings.
• Education (Formal Qualification required)
• A relevant Secretarial, Executive Secretrial or Office/Business Administration qualification
• Profiency in MS Office (Excel, Powerpoint, Word, Outlook )

Deadline:11th August,2025