Professional Assistant at Discovery Limited

Key Purpose

• The role of the PA/events and engagement coordinator requires an individual who is very people focused, has excellent interpersonal skills and represents the Vitality People team both internally and externally. The incumbent must have high energy levels, be very passionate about engagement initiatives and event co-ordination and have the patience to deal with a diverse group of stakeholders (staff, leaders, procurement, suppliers, marketing functions, external Vitality partners, Discovery Ambassadors, etc.). 
• This role ideally suits a creative individual who can brainstorm ideas, write well and is also able to support the Head of People with executive professional services. 

Areas of responsibility may include but not limited to

Executive Assistant – Head of People

• Preparation of weekly HR minutes and agenda distribution etc  
• Diary management for Head of People
• Scheduling meetings: Room bookings, set up, meet and greet of external visitors, interviewees 
• Compiling presentations in a professional manner when required
• Reimbursements & travel bookings for team
• Software/hardware requests and approval
• All staff related procurement orders
• Process all payments via Finance for external suppliers etc.
• Monitor budget of the teams related to the people function initiatives
• Other executive  professional services

Event Coodination - Vitality RSA

• Source, order and distribute all Vitality apparel, desk drops, engagement give aways etc
• Plan and compile an annual engagement calendar of initiatives
• Book monthly engagement sessions in the Auditorium with links to the regions. Brief agreed speakers, guests, compile running order, liaise with Group facilities and work force planning etc
• Conceptualize with Head of People and Vitality CEO and drive and distribute all Vitality monthly engagement campaigns to staff
• Coordinate departmental functions and events - Recognition & Year End Functions, Long Service Awards, Star Awards for the whole of Vitality
• Compile monthly birthday mailers and gift vouchers to staff
• Organise MANCO events and plan EXCO strategic breakaways with the Head of People and the CEO of Vitality

Ad hoc 

• The person in this role may handle ad hoc people functions and projects which are not limited to the above.

Personal Attributes and Skills

• Energetic with a contagious sense of enthusiasm and optimism – represent the Vitality brand fully
• Effective communicator (written and spoken)
• Strong sense of confidentiality in dealing with people matters coupled with political savviness
• Good negotiation skills
• Builds a sense of belonging and a fun environment in the business
• Problem solver and excellent attention to detail
• Creative and passionate about event co-ordination
• Ability to network and build strong relationships across the Group and externally

Education; Knowledge and Experience

The following are essential requirements:

• 5 years administration experience
• 5 years working experience as a PA to Senior Management/Executive
• Previous event co-ordination and or marketing experience is advantageous
• Matric Qualification
• Good presentation skills to an internal and external audience
• Excellent communication with ability to deal with individuals at all levels
• Excellent attention to detail

The following are advantageous requirements:

• Secretarial Diploma
• Previous experience within an events or marketing role