Job Description

Job Summary Providing support to the Chief Operating Officer and the Executive team effectively organize and manage the office and the department Operational o Manage, coordinate and maintain calendar of Executive including appointments, meetings and travel. o Responsible for organising of internal and external meetings on behalf of the Executive ensuring all necessary requirements are made e.g., meeting venue, equipment, presentations, prepare agendas. o Provide executive and administrative support to Executive. o Responsible for organising Executive travel and logistics including flights, hotel accommodation, car rental, meeting schedules while travelling and completing expenses. o Secretarial support for meetings as and when required by the Executive, including drafting and circulating meeting agendas, preparing minutes, communicating meeting reminders, confirming venues and arranging refreshments. Writing and distributing comprehensive minutes and action points to all members post meeting. o Drafting and writing high quality reports and presentations, as required by the Executive. o Arrange Directorate and Senior leadership events. o Manage the diary (electronic and manual) of the Executive. o Create, transcribe and distribute meeting agendas and minutes for the Executives Office or as requested. o Quality assure all letters, reports, memoranda, agendas, minutes and other documents submitted for spelling mistakes and layout as per agreed format o Co-ordinate, type and collate the submission of monthly progress reports for the Directorate. o Process all submissions and memoranda, which are received in the Directorate o Monitor the observation of all due dates for submissions and memoranda in respect of the Executive. General Administration o Manage Admin activities o Filing and submission of all documentation. o Provide regular feedback to all relevant staff and stakeholders to ensure compliance with company policies. o Collate, distribute and control sensitive information and reports to authorised persons only. o Analyse, correct, consolidate and prepare all project related documents for reporting purposes. o Update all relevant control mechanisms to reflect current situation accurately o Communicate challenges / concerns to relevant stakeholders timeously. o Assist in managing all areas of key customer relationships Reporting o Prepare presentations for Operations/relevant stakeholders when required. o Update and maintain all engineering records o Compile and prepare statistics/reports as and when required. Adhoc o Undertake such any other responsibilities as directed by Management. o Responsible for further specific projects as delegated by the Executive. Qualifications and experience: Diploma in Administration Diploma in Project management would be an advantage Certificate in Executive Administration Grade 12 Code B Drivers License Five years experience at a senior secretarial level Experience with reception duties Experience with meeting management Experienced Personal Assistant at the senior management level. Experience of electronic diary management Minutes and report writing Familiar with administration policies, systems and procedures. Able to use relevant software in particular the MS Office suite of packages. The use of general office equipment Exceptional interpersonal and communication skills, to enable professional interaction with a wide range of contacts, both internal and external Ability to organize and plan own work. Excellent attention to detail, with the ability to maintain a high level of accuracy. A flexible, pro-active approach to work including the ability to prioritize and re-prioritize Ability to work on own initiative Ability to deal with sensitive information with discretion and to maintain confidentiality. Excellent IT skills, including a working knowledge of presentation software packages, preferably Microsoft Office Word, Excel and PowerPoint Salary - R500 000 - R600 000pa CTC

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