- The incumbent is required to provide professional and effective secretarial, administrative and financial processing support to the Directors and members of the Leadership team.
- To manage and co-ordinate efficiently run processes relating to travel, hosting of high profile delegates, events co-ordination, procurement processes and relevant internal systems as well as diary management.
- A confidential Personal Assistant with a high level of professional acumen, who supports the CMO Director amongst others; as well as identified members of the Leadership team.
- This role requires an incumbent with a high level of initiative in handling business and travel arrangements, co-ordinating events and meetings, diary management, Re-routing urgent matters for attention in the absence of the senior leaders, managing vendors and the procurement process and communicates with company senior leaders and executives outside of the organisation.
- Overall management of functional Directors office in a professional manner that reflects the core values of the Company, and supports the strategic responsibilities and objectives of the Function.
- Liaise with, and support of, key strategic suppliers, customers, external Agencies and other members of the executive team, non-executive directors, shareholder representatives and other senior stakeholders in both the public and private sectors in order to ensure ongoing and constructive relations.
- Organisation of Directors day and management of electronic diary which involves management of external and internal meetings, conference calls, events, etc.
- Provide general and diverse administrative support for Directors
- Coordinate guest visits, programme, accommodation, transport and meetings.
- Attend to e-mails, including prioritisation thereof and handling within area of accountability in the most efficient way.
- Handle internal and external calls efficiently and professionally.
- Compile documents, reports and presentations for various meetings as and when required.
- Plan and manage all international and local travel arrangements and itineraries - visa application, accommodation, flight arrangements, and arranging transportation.
- Maintain an efficient filing system.
- Manage contacts to ensure up-to-date database entries and track key relations
- Demonstrate minute taking of key Functional Team meetings
- Alignment with COSO Control and Control Team
- Complete T&E accurately and timeously for Directors
- Engage with suppliers were relevant and ensure timeous payment
- Manage the purchase of office supplies and all other items needed.
- 3 year Tertiary Qualification / Secretarial Qualification
- Excellent administration & organisational skills
- Excellent report writing skills
- Document management
- High degree of computer literacy: Outlook, Power Point; Excel & Word, Publisher, SAP Professional
- Minute taking of Executive Meetings
- Minimum of 5 years experience as an executive assistant in a corporate environment / CEO /Senior Vice President
- Conference & events management experience as per PA experience
- Experience as an Executive Assistant to 3-5 Senior Directors Simultaneously
- Confidentiality
- Professional communication
- Strong Interpersonal skills with the ability to influence and relate to people from diverse backgrounds
