PURPOSE:
- To contribute to the overall effectiveness of one or more employees and provide support to team members by handling various tasks, ensuring that day-to-day operations run smoothly and that administrative processes are efficient.
- To handle routine administrative tasks and processes, such as managing calendars, scheduling meetings, preparing documents, and handling correspondence.
- To play a key role in facilitating communication within the team and between team members and other departments.
- To assist in organising events, managing project timelines, and helping team members meet deadlines.
- To maintain accurate and organised records, ensuring that information is accessible when needed; this may include data capture, data analysis, managing databases, tracking expenses, and preparing reports.
- To plan and organise logistics related to meetings, events, and travel; this may include scheduling, booking accommodations, and coordinating transportation for the team.
- To act as a point of contact for team members, providing assistance and support as needed; this could involve helping new team members with onboarding or assisting existing members with inquiries and requests.
- To handle unexpected challenges and resolve problems on behalf of the team; this may involve finding solutions to logistical issues, addressing administrative problems, or coordinating with other departments to resolve issues promptly.
- To contribute to fostering a positive team culture by organising team- building activities, social events, and maintaining a positive and inclusive work environment that strengthens team morale and collaboration.
- MAJOR CHALLENGES:
- Balancing workload and prioritising multiple tasks and competing demands.
- Adapting to changes in schedules, tasks, or projects requires flexibility and the ability to manage unexpected situations effectively.
- Maintaining a high level of discretion and confidentiality.
- Navigating office dynamics and maintaining a positive team culture.
- The specific duties of a Team Assistant may vary depending on the needs of the team or department.
Minimum Requirements
QUALIFICATIONS:
- Grade 12/Standard 10 English (Essential/Minimum and)
- N Cert: Secretary Office Administration (Essential/Minimum)
- Diploma Office Administration (Recommended/Desirable)
EXPERIENCE:
- 2-3 years Proven experience in a secretarial or administrative role.
- Strong organisational, multitasking, and time-management skills.
- Excellent interpersonal and communication skills.
- Proficient in Microsoft Office Suite and other relevant software.
- Passionate about motivating and guiding a team.
- Attention to detail, critical thinking, and problem-solving skills.
- Ability to work independently and in a team environment. (Essential/Minimum) Operational
REQUIREMENTS:
- Psychometric Assessment (Essential/Minimum)
- Certificate of Fitness (Essential/Minimum)
Duties & Responsibilities
Administrative and Support Services
- Provide comprehensive administrative and support services to line manager and other team members within the department on a daily basis.
- •Handle email and correspondence and ensure effective communication within the office.
- Manage and organise schedules, appointments, and meetings for line manager and team members.
- Prepare and distribute agendas, take meeting minutes, and follow up on action items.
- Assist in managing email correspondence and communications, resolving issues where possible and acting as a gatekeeper when necessary.
Budget Management
- Assist in monitoring and managing the team's budget, including tracking expenses, processing invoices, and reporting to the appropriate stakeholders.
Communication and Cross Functional Coordination
- Act as a point of contact for internal and external stakeholders, fostering effective communication and collaboration.
- Collaborate with other teams to support cross-functional projects and initiatives.
Compliance, Governance and Assurance
- Comply with applicable processes, procedures, statutory laws and Regulations.
- Ensure document control systems/database processes/procedure are in accordance with procedural standards and regulatory reporting requirements.
- Ensure level of authorisations are applied within applicable processes.
Data and Document Management
- Maintain and organise important documents, presentations, and reports in both physical and digital formats.
- Implement document version control and ensure the security and confidentiality of sensitive information.
- Support the development, implementation and change management requirements for new information management systems and processes within the team.
Event Planning and Coordination
- Plan and coordinate team meetings, workshops, special events and roadshows, including logistics, catering, and necessary materials.
- Collaborate with other departments to execute team events.
Facilities and Office Management
- Oversee office space organisation and maintenance, ensuring a clean and productive workspace.
- Manage office supplies and equipment, coordinating with vendors for replenishment and maintenance.
- Handle incoming and outgoing mail, packages, and deliveries as needed.
Safe and Healthy Work Environment
- Maintain and ensure a healthy environment, safe operations practices, ensuring compliance with all applicable Safety Health and Environmental (SHE) policies/procedures in line with set standards
- Encourage a culture that focuses on safety in all operations
Stakeholder and Client Relationship Management
- Maintain relationships with both internal and external customers to promote team, department and overall company image.
- Interface with clients and attend to customer requests or complaints, conduct regular follow-ups to ensure problems have been resolved.
- Assist with arranging client visits.
Travel and Accommodation Arrangements
- Coordinate travel arrangements, including booking flights, accommodations, and transportation for team members.
- Ensure travel itineraries and schedules are organised and communicated effectively.
- Compile documents for travel-related meetings.
- Accompany line and team managers when requested.
Behavioural Alignment
Demonstrates the following:
- Creativity, collaboration, sociable and awareness to the ecosystem
- Stewardship, accountability, ability to develop trust, safety conscious and ethical
- Ability to respond quickly to business needs/agility, flexibility, continuous learning, innovation and proven ability to experiment on creative business solutions
- Ability to be inclusive, eagerness for multiple skills, embraces multiple cultures, accepts different approaches and be human-centric/empathetic
- Results oriented, quality driven, excellence, entrepreneurial abilities, efficient and effective
Gmail
Yahoomail