Executive Personal Assistant to PEO at Six Senses

KEY PERFORMANCE AREAS

Secretarial Support:

• Manage the diary of the PEO and Business Manager.
• Manage the content of emails and follow up on urgent emails to ensure they are actioned accordingly by the PEO and Business Manager.
• Screen telephone calls and takes messages.
• Receive PEO and Business Manager’s visitors on arrival at GEPF and organize refreshments for visitors.
• Draft, type and review all typed documents for Executive ensuring documents are quality checked for accuracy, correctness and validity before forwarding to the Executive.
• Address queries from stakeholders and / or channels queries to correct role players.
• Assist the PEO and Business Manager with ad-hoc tasks.
• Book venues, arrange catering, collate meeting documents for discussions, and liaise with IT on required equipment for meetings and other events.
• Arrange catering for events and lunches for the Office of the PEO as required.
• Attend relevant meetings and record minutes.
• Assist the PEO and Business Manager to ensure that all actions emanating from meetings are given the necessary attention.
• Transcribe audio information.

Administration:

• Coordinate the provision of adequate office supplies, stationery, and paper etc. and liaise with IT on the availability of required equipment.
• Ensure current letterheads and standard documents are used.
• Obtain prior approval of all expenditure required by the Office of the PEO, follow approval processes, and ensure alignment with the SCM policy.
• Prepare, check and process invoices for approval by initiating on the system and following the required internal processes. Arrange payments as required.
• Develop a database of contacts of all stakeholders.
• Develop good working relationships with relevant personnel for ease of execution of duties.
• Ensure that all documentation is tracked.
• Create and maintain an appropriate filing and record management system ensuring documentation is recorded and filed correctly
• and that classified and confidential documents are kept safe, per requirement.
• Assists the Units within the PEO office with ad hoc administrative tasks.
• Track, record and monitor the Office of the PEO budgets including expenditure and reconciliation of invoices and align to policy.
• Provide administrative support and coordination of ad hoc projects for the Office of the PEO including research, tracking of deliverables, maintaining documents, engagement with stakeholders, attending of project meetings and recording minutes as required.
• Administratively assist with the appointment of service providers in accordance with the SCM Policy.

Travel Administration:

• Coordinate process for approval of trip authority prior to Office of the PEO staff travelling.
• Prepare an itinerary that includes details regarding dates and times of travelling and maps and directions, the address, phone number, e-mail, parking, and names of people to meet.
• Prepare and submit requests for the payment of travel advances and coordinate the submission of approved travel claims for payment.
• Liaise with Office of the PEO staff to obtain preferred date of travel, accommodation, and route prior to making bookings and ensure alignment with standards.
• Coordinate and action all local and international travel booking in accordance with the prevailing Policies. Liaise with external services providers and staff members to complete required booking ensuring all requirements are met e.g., required visas.

QUALIFICATION and EXPERIENCE:

• Diploma / NQF level 6 
• Up to 6 years

KNOWLEDGE:

• Understanding of the Pension Fund Industry
• Knowledge of operating standard office equipment
• Administrative and clerical procedures