Job Description

Job Details
Closing Date 2024/06/19
Reference Number SHO240612-7
Job Title Executive Support Specialist
Job Type Permanent
Location - Country South Africa
Location - Province Western Cape
Location - Town or City Brackenfell
Purpose of the JobOur fast-growing OK Franchise brand currently has an opening for an Executive Support Specialist to contribute to the ongoing success of the brand through provision of effective support.The perfect candidate plays a crucial role in supporting the General Manager by assisting in coordinating travel, events, programs, activities and calendars, while also assisting with the delivery of key projects across the broader OK Franchise team.Job Advert Details
Job Category Administrative
Job ObjectivesThe ideal candidate will provide:Administrative Support:

• Provide comprehensive administrative support to the General Manager, including calendar management, travel arrangements, and meeting coordination.
• Prepare documents, reports, and presentations for internal and external communications.
• Manage confidential and sensitive information with discretion.
• Support with reporting and development of insights to support the GM.

Event and Program Coordination:

• Coordinate events, programs, and team-building exercises for the data analytics function, including planning logistics, coordinating invitations, and managing event budgets.
• Collaborate with stakeholders to ensure smooth execution of events and programs.
• Assist in organizing training sessions, workshops, and knowledge sharing activities.

Project Delivery:

• Coordinate project resources, timelines, and tasks to ensure successful project completion.
• Monitor project progress, develop reporting and support remedial actions.
• Prepare project documentation, reports, and updates as required.

Relationship Building and Communication:

• Establish and maintain relationships with stakeholders within and outside the organisation.
• Collaborate with other executive support specialists to support cross-functional initiatives and promote collaboration.

Qualifications

• Matric / Grade 12 Certification - (essential).
• 3+ years proven experience as an Executive Assistant or Executive Support Specialist in a similar operational and/or support orientated role.

Experience

• Good understanding of trends and the uses of digital and related technologies including relevant platforms and channels - (essential).
• Demonstrable track record of providing general business/office support in terms of reporting at various levels from internal team reporting and feedback, through to executive board reports and related reporting inputs - (essential).

Knowledge and Skills

• Motivated self-starter, personal drive, and energy with strong integrity - takes accountability for actions and mistakes.
• A fast and enthusiastic learner with a passion for making things happen.
• Strong and confident communicator - has a keen interest and ability in communication. Impeccable written and verbal communication skills along with strong collaboration and communication ability in a multi-stakeholder, cross-functional environment.
• Collaborative partnering - Builds meaningful and sound relationships both internally and externally. Open, honest, and direct and comfortable giving and receiving constructive feedback. Thinks and acts both independently as well as collaboratively.
• Ability to work independently
• Strong problem-solving and decision-making abilities.
• Strong attention to detail and accuracy.
• Strong report writing applying accurate and succinct messaging that enhances the impact of the content. Can clearly and succinctly convey information and ideas in a compelling way that drives others thoughts and actions.
• Results-oriented and quality focused setting stretch goals for self and others, while remaining focused and working tenaciously toward meeting and exceeding expectations.
• Ability to work under pressure and manage multiple demands while organising, prioritizing, and reordering workload in a rapidly changing and fast-moving environment.
• Embracive of change and new approaches with an ongoing learning mindset - Curiosity to research best practices, proactively initiate and drive ideas and facilitate the implementation and acceptance of change.
• Innovative and solution-orientated - Creating and applying sound judgment and the ability to generate solutions that serve the flow of work, quality, and the respective risk mitigation requirements.
• Excellent organizational and time management skills, with the ability to multitask and prioritize effectively.
• Strong communication and interpersonal skills, with the ability to build relationships and collaborate with stakeholders at all levels.
• Proficiency in Microsoft Office Suite and other relevant software.
• High level of professionalism, confidentiality, and discretion.

Shoprite Holdings