Personal Assistance: GE Human Capital (Hay Level 14) at NECSA

KEY PERFORMANCE AREAS

Meetings and Event Management

• Arrange Management Team meetings and internal and/ or external stakeholder meetings as directed by the Group Executive.
• Confirm arrangements for meetings and ensure that the Group Executive is briefed appropriately regarding the agenda for the meetings.
• Identify and arrange suitable meeting venues and conference facilities.
• Draft minutes, agenda and any necessary presentation material.
• Compile and distribute meeting packs in advance to ensure proper preparation.
• Coordinate and organise events such as workshops, strategy sessions; ad hoc visits at Management level as and when needed.
• Follow up on actions emanating from meetings on behalf of the Group Executive

Diary Management

•  Manage the Group Executive’s diary effectively and efficiently.
• Assist in prioritising tasks and take proactive responsibility for relevant actions.

  Travel Arrangement

• Coordinate both national and international travel arrangements of the Group Executive as and when required.
• Arrange flights, and accommodation accordingly.
• Prepare and reconcile subsistence and travel claims.
• Prepare a detailed and accurate itinerary for the Group Executive

Stakeholder Management

• Engage with EXCO and Divisional management
• Promote a professional first point of contact between the Group Executive, the Executives, clients and stakeholders.
• Provide administrative support to the team and form solid professional relationships.
• Maintain sound relationships with the Board, Executives and other stakeholders internally and externally.
• Attend to internal and external guests/visitors of the Group Executive.
• Liaise with external facilitators or suppliers when necessary

Team Engagement

• Coordinate and prepare for EXCO and Divisional Management meetings.
• Independently draft Divisional Management team meeting agenda and circulate with necessary presentation material.
• Circulate Divisional MANCO agenda and necessary presentation material.
• Capture accurate Management team meeting minutes, circulate, and inputs timeously.
• Provide administrative support and engage with Management team members as and when required.
• Provide accurate and verified information on enquiry from CEO’s Office, Management team meeting and Executive members.
• Interacts with EXCO/ Management team members at the request of the Group Executive.
• Coordinate and organise events such as workshops, strategy sessions; ad hoc visits, etc. as and when required.

Budget and Procurement

• Register suppliers and projects.
• Manages the procurement of equipment and office suppliers according to office needs and policies and procedure.
• Process expenses for meetings arranged and attended.
• Follow-up on purchase orders and payments for the Group Executive’s office.
• Prepare and facilitate Group Executive’s subscription to professional bodies and any other relevant structures in the Science field.
• Input into preparation and co-ordination of the Group Executive’s budget.

General Correspondence

• Prepare sensitive and high-quality documentation, such as: -presentations; accurate reports and general correspondence on behalf of the Group Executive when necessary.
• Process and maintain specialised and comprehensive records.
• Quality assures and resolves discrepancies on all documentation for the Group Executive’s signature to ensure a high standard of outgoing documentation to clients and staff.
• Receive and dispatch documentation and keep a register for in- and out-post.
• Type, edit and compose correspondence, documents, spreadsheets and presentations as required.

General Office Management

• Manage the Group Executive’s office in his/her absence.
• Manage all queries and directs to appropriate problem solving.
• Ensure that the office is in a position to function effectively on a day-to-day basis.
• Provide accurate and verified information on enquiry by clients in general.
• Assist in simple research tasks as and when needed.
• Screen incoming calls and correspondence; responds independently on behalf of the Group Executive in their absence and re-direct when necessary.
• Design and maintain an effective and systematic electronic and manual filing system to ensure proper maintenance of records and easy retrieval of documents.
• Maintain a daily update of a fully functional filing system where documents and reference materials can be retrieved easily and timeously.
• Provide photocopy; fax; courier services.
• Keep an updated contact list.

MINIMUM QUALIFICATIONS AND EXPERIENCE:

• A Diploma or NQF 6 Qualification in Secretarial or Administration
• 8 years’ experience as an Executive Assistant / Senior Secretary to a Senior Manager
• Intermediate to Advanced experience in MS Office Suite
• Solid experience with procurement and travel management.
• Office Administration and coordination
• Project Management, will be an added advantage