CLOSING DATE: NOT SPECIFIED
Purpose of the Position:
Responsible for providing support to the Heads of Departments through effective communication, planning, diary management and related activities to ensure optimal use of their time. Supporting and encouraging the company’s mission, vision, values, policies, and procedures.
Key Performance Objectives
Support to HoDs:
Maintain and provide a support service for the Heads’ daily schedule, including forward planning of their workload, diary management and coordinating and collating all relevant documentation.
Set appointments and meetings for the Heads as requested including regular one to one meeting with the Head’s direct reports.
Service meetings, including obtaining and preparing briefing materials and presentations, and taking minutes when requested/where necessary.
Respond and advise efficiently to all electronic or verbal enquiries for the Head and other staff, using your own initiative.
Liaise effectively with internal divisions and external organisations on behalf of the Head.
Ensure appropriate systems and processes are developed and maintained to support effective and efficient day to day running of the office.
Plan and implement hospitality arrangements for the Heads, including provision of hospitality for visitors.
Plan effectively, follow up and provide feedback on complex matters when applicable.
Ensure accuracy of information
Responsible for organising company events, departmental functions and team buildings.
Monitor the use of the budget for events, ensuring that costs do not exceed the allocated budget.
Ensure expense claims, purchase orders, invoices and relevant payments are processed correctly and on time on relevant Finance systems.
Active tracking of POs and payments throughout the payments lifecycle and ensure to provide updates to HoDs.
Liaise with Finance department on requirements and reporting.
Responsible for assisting HoDs with travel arrangements.
Organise travel and preparing complex travel itineraries.
Resolve issues and requests in a proactive and effective manner.
Anticipate problems and recommend a range of solutions. Always courteous and responsive when dealing requests from management and general staff.
Ad hoc requests
Relevant Diploma or post-matric qualification
Minimum 3 years in providing management support at an executive level.
Advanced Microsoft Office (Word, Excel, Outlook, PowerPoint)
Previous knowledge and experience on Finance systems (e.g., SAP, Coupa etc) essential
Ability to generate own story ideas – creativity, agility, lateral thinking, working knowledge of current trends.
Excellent written English
Planning and organising
Self-directed and highly organised
Ability to work with cross-functional teams.
Able to engage at all levels.