Personal Assistant: Strategy & Business Enablement Group Executive Office (Internal and External Advert) Hay 14/C3 at NECSA

Key Performance Areas: 

Administrative support     

• Provide secretarial services to the Group’s Executive and support the SBE’s departments (Group Legal, Group Communications, Group Security, Group Strategy, Performance and Productivity, Group IT, Group Compliance, Group Business Development & Technology Commercialisation
• Establish and maintain a secure and effective e-filing and document management system for fast retrieval of data and confidential documents
• Collating Board, Exco documents and support Departments in reviewing submissions, preparing draft Ms-word reports, memos, letters, Agendas power presentations and excel, etc. in line with the executive's requirement
• Liaison with SSA for security clearance for national & international visitors of the GE
• Proactively determine and obtain relevant information required to support the executive's contribution.
• Take minute of meetings and distribute minutes to all relevant stakeholders. Monitor and confirm that actions arising from meetings are executed or attended to.
• Analyse and summarise information into a report for ease of use by the executive
• Act as first point of contact, representative and information source for the executive's office, and respond to basic queries and requests for information.

Travel & Visitors

• Coordinate and manage the logistics for local & international travelling (e.g drafting travel memo’s, travel letters etc)
• Reconcile all the travel expenses and related claims
• Coordinating all travel arrangements for the Group Executive, i.e. booking of airlines, hotels, travel documents, coordinating complex travel etc.
• Receive and welcome VIPs and visitors courteously and professionally.
• Conduct first-line research for the executive when required, consulting relevant internal or external sources e.g Country info, culture, medicals or anything that the Group Executive needs to be made aware of

Telephone etiquette / Office correspondence / Stakeholders / Office Protocol

• Proactive response to telephonic queries and keeping GE informed of telephonic queries.
• Screen all incoming calls of the executive and divert or take messages.
• Processing of incoming emails (e.g reading, monitoring and responding to the emails and queries as directed by the GE or where possible responding on behalf of the Group Executive in his/her absence OR preliminary drafting of responses on the GE's behalf
• Communicating with various levels of management internally and externally thereby establishing and maintaining sound relations with all relevant stakeholders such as Board members, other executives, and general staff in assisting with requests to and from the executive, dealing with issues/queries, and managing incoming and outgoing instructions and responses to and from the executive
• Prepare professional business correspondence accurately, timeously, and as specified for review and approval by the executive when required to do so
• Set the standard of executive office protocol, i.e. the way things are done in terms of executive office management processes and practices, including for stakeholder relations management in the context of executive assistance.
• Interacting with General Managers, Senior managers, Line Managers, and other Executives of the company & interacting with members of the public and internal staff
• Liaise and interface with relevant internal and external stakeholders such as suppliers, senior government officials, clients, and other executives as required, conveying information accurately, professionally, and courteously whilst maintaining the required level of confidentiality.

Asset management & Procurement of Office consumables and Equipment

• Arrange or coordinate all the general office consumables stationery and office equipment etc
• Ensure effective management of the executive office through the efficient use of technology, ensuring optimisation of available hardware, software and equipment, by ensuring effective functioning of all systems and equipment, and by ensuring correct and adequate stationery and required catering.
• Keep record of consumables budget of the office of the GE and ensure that we do not exceed the consumables budget
• Report expenditure and variances to the budget of the executive's office on a monthly basis and manage flow of funds to ensure continued availability
• Arrange refreshments, tea, etc. for visitors and meetings
• Managing and monitoring the use of the boardroom and areas within the GE’s floor.
• Maintain office equipment, housekeeping for safety and BBS and report any unsafe / safety hazards
• Coordination and arrangement of the presentation venues and equipment,

Diary Management

• Assist with coordinating activities of the Group Executive.
• Manage and maintain the executive's schedule with due consideration of the corporate calendar and relevant events, demonstrating an awareness and understanding of business priorities and issues and the impact thereof on business operations. This includes daily time management and consultation with relevant stakeholders to ensure Optimisation of the executive's time, availability and contribution
• Schedule and arrange meetings for the executive nationally and internationally, ensuring that agendas are prepared, required inputs are received from all parties concerned, and that all relevant documentation is in order. Brief and update the executive on the context of meetings in advance, as well as the input and actions required from him/her at the meeting.
• Maintain effective communication channels at all times to keep the executive informed of relevant events and important information affecting the diary whether at the office or travelling abroad
• Manage GE’s diary to ensure reasonable access by all direct reports and other authorised employees.
• Ensure proper and efficient running of the GE’s appointments and setting up of meetings
• Take proactive role in the GE’s time management and reports.
• Managing the Group Executive’s internal and external arrangements/engagements.
• Brief the GE in advance about upcoming meetings and diary changes
• Arrange and maintain accurate recording of appointments, meetings lunches, and seminars and all other activities assigned by the Group Executive

Qualifications and Experience

Education:

• National Diploma in Office Administration Management or Secretarial Diploma.

Experience: 

• More than 5 years’ experience as an executive secretary for an Executive Manager.
• Extensive experience in creating documents and spreadsheets, using office software such as MS Word, Excel, and PowerPoint.
• Proficiency in appointment scheduling software such as MS Outlook and call forwarding.
• Advanced knowledge of MS Office and Windows
• Ability to work under pressure and meet deadlines
• Communicating with various levels of management internally and externally