Personal Assistant - Centurion at Momentum Metropolitan Holdings Limited

Role Purpose

• Provide support on day-to-day activities, including anticipating needs that would facilitate smooth running of the Executive’s office to ensure that they are set up for success.

Requirements

• Relevant qualification. A qualification in Business Administration or Secretarial will be an advantage. 
• A minimum of 3 - 5 years' experience as an Assistant to Senior Leaders.
• Highly proficient in MS office (Outlook, Excel, Word and PowerPoint).
• Experience with PeopleSoft, JDE, and JIRA would be advantageous.

Duties & Responsibilities

• Handle all administrative and secretarial activities for Executive and HC Team where appropriate.
• Coordinate day-to-day deliverables to set the Executive up for success.
• Arrange detailed travel arrangements (both locally and globally), compile all the relevant documentation and travel itinerary to ensure that travel runs smoothly for Executive.
• Pro-actively screen incoming calls, correspondence and respond independently where appropriate. 
• Effective management of emails and mailbox, ensuring thee is no delay on responses.
• Support the flow of information within the Executive’s office, ensuring that matters for their personal attention are escalated and handled speedily.
• Ensure that the Executive has enough time to prepare for meetings including but not limited to meetings where the Executive is required to present.
• Capture all training for the team on the relevant systems.
• Manage the agenda and ensure minute taking during HC management meetings.
• Compile and share detailed action list following HC Management meetings outlining responsible individuals for each action item.
• Co-ordinate arrangements with regards to meetings (diaries, room booking, catering etc).
• Ensure effective management of sufficient office supplies where required.
• Collate, compile, and distribute the Executives packs for important meetings, with a high level of attention to detail. 
• Ensure that the Exco/Board packs are printed and shared in a timely manner with EXCO/ Board.
• Add to the executives' efficacy by facilitating ad hoc personal matters efficiently and with high levels of confidentiality.
• As the representative of the Executive ensure that engagement with clients is professional and leaves a lasting positive impression.
• Build and maintain relationships with clients and internal and external stakeholders.
• Participate and contribute to a culture which builds rewarding relationships, facilitates feedback and provides exceptional client service. 
• Contribute to continuous innovation through the development, sharing and implementation of new ideas. 
• Take ownership for driving career development. 
• Prepare and check invoices and load payments onto the procurement system for approval and conclude process once payment is approved.
• Identify solutions to enhance cost effectiveness and increase operational efficiency.
• Manage financial and other company resources under your control with due respect.

Competencies

• Client service orientation.
• Driving for results
• Collaboration
• Impact and influence