Executive Personal Assistant at Momentum Metropolitan Holdings Limited

Role Purpose    

Responsible for the directing of workflow, decision making and overall planning and management of the executive office.

Requirements    

• Matric or equivalent
• Post matric qualification in office admin or related (preferred)
• 5 years executive secretarial experience
• 2 – 3 years Office administration management

Duties & Responsibilities    

• Handle all administrative and secretarial activities (Internal Process) - 
• Ensure effective management support of office operations and procedures in order to ensure effectiveness and efficiency
• Optimize operational and time efficiency of the business leader.
• Manage the business leader by managing output, workflow and office deadlines
• Support diary management activities of the business leader to effectively manage and optimise time.
• Manage detailed travel arrangements and compile all the relevant documentation for travel-related meetings
• Pro-actively screen incoming calls, correspondence and respond independently where possible
• Oversee all the components (logistics, catering etc.) of events, meetings and functions within budget and specifications
• Provide secretarial support (agenda, minutes, action plans etc.) for the preparation and successful execution of meetings
• Support the flow of information and proper record keeping (i.e. files are kept in order and easily accessible) and ensuring that matters requiring their personal attention are handled speedily
• Escalate faults and other housekeeping issues with the relevant service provider and ensure queries are resolved  within the given timeframes
• Provide support to enable the department to control costs and effect governance requirements (i.e. management of office supplies)
• Escalate client complaints and queries to the relevant department
• Collate, compile and distribute documents to the required standards within defined time-frames
• On a monthly basis, review departmental budget reports obtained from Finance.
• Manage the coordination and the facilitation of training venues for the decentralised academy process for the province.

Engage with clients in a client centric manner (Client Services) - 

• Build and maintain relationships with clients and internal and external stakeholders
• Create partnerships with relevant stakeholders in order to understand business priorities and requirements.
• Develop service level agreements and standards across all touch points in order to ensure that all stakeholders receive clear and accurate information and are kept informed at all times
• Drive efforts to improve service to all stakeholders and fair treatment within area of responsibility
• Participate and contribute to a culture which builds rewarding relationships, facilitates feedback and provides exceptional client service.

Self-management and teamwork (People) - 

• Establish productive, professional relationships with key stakeholders in the various networks.
• Create a positive work climate and culture to energise employees, minimise work disruption and maximise employee productivity.
• Demonstrate exemplary leadership behaviour in line with vital behaviours through personal involvement, commitment and dedication in support of organisational values.
• Drive a culture that guides and directs best practice, fostering an environment of continuous learning, improvement and cohesiveness.
• Identify own growth and development needs and schedule interventions to enable ongoing development, training and personal growth.
• Effectively drive performance excellence within the team in order to ensure business objectives are achieved by setting team goals and having regular dialogue to achieve balanced scorecard objectives.
• Encourage innovation, ensure integrity in communication, change agility and collaboration within the team

Contribute to financial controls (Finance) - 

• Manage financial and other company resources under your control with due respect
• Participate in the effectiveness of financial policy, practice and procedures preventing illegal, unethical or improper conduct.
• Implement risk management, governance and compliance policies in own practice area, to identify and manage governance and risk exposure liability.

Competencies    

• Strong mathematical skills
• Decision making
• Very strong analytical skills and attention to detail
• Initiate action
• Deliver results
• Effective communication