PURPOSE OF ROLE

 
KEY PERFORMANCE AREAS

Administrative Support:

• Provide administrative support to the executive and assist with any other divisional needs as required.
• Prepare presentations, meeting agendas, and other required documents.
• Attend meetings, take minutes, and ensure follow-up actions are completed.

• Assist in coordinating divisional activities, ensuring deadlines and deliverables are met.
• Communicate with various departments to facilitate collaboration and execution of tasks.
• Work efficiently within the company’s ERP system, including booking hours, raising purchase requisitions, and managing related follow-up.

Calendar Management:

• Schedule and manage appointments, meetings, and events for the executive.
• Coordinate internal and external meetings, ensuring effective time management.
• Prioritise urgent matters and adjust the calendar as necessary.

Correspondence:

• Draft and proofread correspondence, reports, and presentations.
• Screen and direct inquiries appropriately while maintaining professionalism.

Personal Assistance:

• Occasionally assist with personal errands and responsibilities, as directed by the executive.
• Manage personal appointments, reservations, and other requests.

Travel Management:

• Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries.
• Prepare travel documents, ensuring everything is in order for smooth business trips.

QUALIFICATION AND EXPERIENCE

• Grade 12 with additional formal training in business administration or related field
• Minimum 5 years proven experience as an executive assistant or similar role in a project-oriented environment.

COMPETENCIES

Knowledge:

• Strong working knowledge of Microsoft Office suite
• Knowledge of company policies, procedures, and procurement processes
• Knowledge of ERP systems for booking hours and managing purchase requisitions
• Knowledge of international and national travel regulations and requirements

Skills:

• Good technical report writing skills
• Ability to prioritise tasks and work effectively under pressure
• Strong ability to manage multiple tasks and deadlines efficiently
• Ability to handle complex timelines, multiple stakeholders, and ensure projects stay on track
• Strong written and verbal communication with a professional and approachable demeanour
• Efficient problem-solving and query resolution
• High attention to detail (accuracy and thoroughness in completing tasks)
• Ability to build relationships with colleagues, clients, and other stakeholders

Behaviours:

• High level of integrity and reliability
• Trustworthy and reliable with confidential information
• Ability to operate under pressure, must be a fast and accurate worker who is results driven
• Ability to work independently
• Proactive approach to work
• Adaptability to changing priorities
• Effective team collaboration
• Problem solving ability
• Flexibility to work beyond regular hours when required
• Ability to work in a fast-paced and dynamic environment
• A very strong team player

Should you not hear from us within 21 days of the closing of the advert, kindly regard your application to have been unsuccessful.