Executive Secretary & Media Administrator - Bryanston at Nestle

A day in the life of an Executive Secretary & Media Administrator:

Media Administration

• Process and manage all Purchase Order creation in the system.
• Coordinates with Media Agency for all PO modifications and process cancel & replace POs which leads to quick invoicing.
• Responsible for all Good Receipts confirmation of Media Purchase Orders.
• Act as primary problem solver concerning PO discrepancies and is charged with following up for missing paperwork and authorizations.
• Track, check and ensure that all Media invoices received corresponds to purchase orders sent to the agency.
• Reconciling and reporting on the status of Purchase Orders and Goods Receipts.
• Manages events and conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers and involvement in budget control.
• Organises and plans logistics (i.e., facility selection, menu planning, transportation arrangements and audio/visual equipment) for company meetings, special events and conferences.
• Liaise and co-ordinate with hotels, conference venues for best possible prices and physical visit to new venues to check on suitability and appropriateness. Ensure hotels use Nestlé products as per directive from Managing Director. Synchronize all functional events on functional calendar, co-ordinate events and promote synergy within teams.
• Assists the Senior Leadership Team during the development of major projects from commencement to completion. Monitors progress of project activities and assists the Team with documentation when necessary. Schedules status updates and prepares supporting documents.
• Manage & process all purchase requisitions by ensuring that they are properly administered in the system and support the team with monitoring, reconciling, and reporting on the status of Purchase Orders and Goods Receipts.  Ensure payment to all vendors & checking that all invoices are in line with our procurement policy. Manage the liquidation process by reconciling Directors expenses.
• Provide specialised administration functions involving compiling and arranging data, making computations, laying out and preparing reports, processing, and coding documents and maintaining specialised and comprehensive records and filing. Prepares reports and resolves discrepancies.
• Co-ordination and management of visit programs for overseas visitors: airport transfers, inland transfers business and private, accommodation arrangements, meeting arrangements with various parties as required by the visitors, feedback of arrangements to concerned parties.
• Ensure that policies and procedures are documented, kept up to date and are accessible to all.         
• Ensures maximum, efficient operation of all Department facilities and equipment.                                                    

Management of the office of the NimCom Member

• Manages the NimCom members complex calendar independently
• Screens incoming calls & correspondence as and when required by the NimCom member
• Organizing meetings, including scheduling, sending reminders, collate an agenda, ensure timeous pre-reading is provided where needed, minute taking and organizing IT support & catering when necessary.
• Plan the NimCom members day so that enough time is allocated for strategy, preparation, and admin
• Tracking and follow up of Action Items
• Arranges complex and detailed travel plans and itineraries, visas, compiles documents for travel-related meetings.
• Re-routes urgent matters for attention in the absence of the Functional Head
• Communicates with company senior managers and executives and external stakeholders
• Managing NimCom members deadlines to ensure they are met

NimCom Office Support                                              

• Provide specialised administration functions involving compiling and arranging data, making computations, laying out and preparing reports, processing, and coding documents and maintaining specialised and comprehensive records and filing. Prepares reports and resolves discrepancies.
• Arranging and making diary entries: Arrangements of meetings including all required resources and confirmation of attendance with attendees
• Review of all diary entries with NimCom Member on a regular basis to ensure smooth running of same
• Advise NimCom Member on how to leverage on different functional events by sharing calendar and maximising on the events and meetings already booked.
• Co-ordination and management of visit programs for overseas visitors for business trip & assist with personal trips if required: agenda, airport transfers, inland transfers, accommodation arrangements, meeting arrangements with various parties as required by the visitors and the business, feedback, and confirmation of arrangements to concerned parties. Ensure that all arrangements are always intact.
• Ensure adherence to policies
• Maintain up to date Leave Records for the Department for peak leave periods.
• Maintain up to date Organogram for the Department             
• Ensure accuracy of the Departmental Outlook Distribution List
• Maintain an up-to-date Contact List for the Department                                                                                                    

What will make you successful

• Post Matric qualification i.e., Business Administration Qualification
• 3-5 years’ experience
• Knowledge of SAP
• Proven track record to work independently
• Must be able to maintain a high level of integrity, confidentiality, and professionalism
• Must be assertive, business minded, and results driven
• Team Player: must be able to work effectively in a team and contribute willingly to accomplish set goals
• Must be able to take initiative, work independently making appropriate, informed decisions regarding priorities with a quick response or turnaround
• Requires initiative & extensive knowledge in handling all business and travel arrangements
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point)
• Strong organizational & planning skills and ability to prioritize multiple tasks seamlessly with a strong attention to detail
• High level Project and Office Management skills