Aspen Pharma Group
JOB PURPOSE
To provide an effective secretarial and administrative support function to the Group Corporate Services Function, serving as a liaison between the designated Executives, Senior Management and the wider organisational teams. In addition to administrative duties for the designated Executives / the Function, the Executive Support Assistant (Group Corporate Services) will also be responsible for:
Serving as a back-up for the Travel Events and Conferences Coordinator
Processing of SAP related work for designated Group Corporate Services functions
KEY PERFORMANCE AREAS
General Administrative Support:
Accurate drafting and typing of correspondence
Arranging meetings and coordinating diaries for the designated Executives
Answering telephones, logging messages, as well as being efficient and helpful to stakeholders to resolve concerns and complaints where possible
Photocopying / scanning as and when required
Preparing PowerPoint presentations
Initiating replies on correspondence and other matters when required
Organizing workshops / meeting venues, ensuring that the necessary equipment is available at these venues, and coordinating with the Aspen Group Digital Technology Helpdesk to ensure that all equipment is in order
Logging IT maintenance requests for the designated Executives and ensuring such requests are resolved expeditiously
Organizing the courier of documents and / or equipment to various destinations
Managing emails proficiently and within agreed turnaround times
Maintaining an electronic and paper filing system
Completing allocated tasks on time and with highest quality
Providing progress updates on allocated tasks in accordance with agreed timelines
Proactively following up on deadlines and project managing deliverables to successful completion
Handling of and responding to emails or telephonic enquiries appropriately
Coordinating visits by guests in consultation with the Aspen Site Services department, and welcoming guests by greeting them in person
Collating of contacts lists and updating same regularly
Ensuring archiving of email folders and regular maintenance of such folders
Handling confidential and / or sensitive correspondence and information with utmost discretion and maintaining confidentiality at all times
Following established in-house work procedures and identifying / implementing new procedures to improve efficiency
Working with the Travel, Events and Conferences Coordinator to arrange all local and international business travel for the designated Executives and their departments
Accurately collating and submitting designated Executives’ foreign travel claims to Travel, Events and Conferences Coordinator
Managing driver requests in co-ordination with the Site Services department
Diary Management:
Effectively maintaining designated Executives’ appointment schedules by planning and scheduling teams meetings, video conferences and teleconferences, locally and internationally
Providing “gatekeeper” and “gateway” role for direct access to the designated Executives’ diaries
Working closely and effectively with the designated Executives to keep them well informed of upcoming commitments and responsibilities, and following up appropriately
Effectively coordinating meetings for internal and external stakeholders
Ensuring meeting invitations have sufficient information for the designated Executives and stakeholder(s) to prepare for the meeting
Responding to meeting requests within realistic and appropriate turnaround times
Ensuring no duplications / conflicts of meetings
Meeting Management:
Preparing meeting agendas and distributing same
Taking minutes at meetings at the designated Executives’ request
Distributing minutes within agreed timelines after meetings and proactively following-up on actions arising
Coordinating meeting rooms, teleconferencing and video conferencing requirements, and such other requirements (including catering) for departmental meetings (internal and external)
Compiling relevant documents for meetings
Providing historical references by developing and utilizing filing and retrieval systems and recording meeting discussions
Handling of ad hoc queries related to meetings Accurately managing different time zones when scheduling international meetings
Accurately managing different time zones when scheduling international meetings
Special Projects:
Managing a variety of special projects for the designated Executives, some of which may have organizational impact
Successfully completing critical aspects of deliverables with a hands-on approach
Proactively following-through on projects to successful completion, often with deadline pressures
Working with the Travel, Events and Conferences Coordinator in respect of any Group Corporate Services departmental events or conferences as and when required, communicating the requirements for such events or conferences and following up on the progress and final arrangements
Requirements
Education:
Matric, Grade 12
Administrative or Secretarial Diploma an advantage
Experience:
The ideal candidate will demonstrate at least 5 years’ administrative experience
Proficiency in MS Word, MS Excel, MS PowerPoint, Internet and Email at an advanced level
SAP Concur Travel Request and Management Expense (an advantage)
Work-specific skills & exposure:
Strong interpersonal communications skills
Superior typing and note taking skills
Technologically savvy and keeps up to date with office administration tools
Willingness to upskill on corporate administration
Willingness to play a stand-in role in the planned or unplanned absence of the Travel, Events and Conference Coordinator or any of the other ESAs, at the direction of the Holdings Administration Co-Ordinator (Group Corporate Services) or the Deputy Company Secretary as required
Skills and attributes:
Excellent time management skills
Project administration experience
Strong organisational skills that reflect ability to perform tasks and projects independently
Prioritise multiple tasks seamlessly with excellent attention to detail
High level written and verbal communication skills
Presents and communicates information clearly
Demonstrated proactive approaches to problem-solving with good decision-making capability
Developed emotional intelligence
Upholds Aspen ethics and values and demonstrates high level of integrity
Takes initiative and works under own direction
Engages professionally with Executives and Senior management
Operates with considerable independence and resolves problems involving administrative matters
Adapts and responds positively to change
Works productively in a pressurised environment
Ability to achieve high performance goals and meet deadlines in a fast-paced environment
Forward thinker who actively seizes opportunities and proposes solutions
Team player who actively contributes to their group to complete tasks, meet goals or manage projects
Apply via company website ( ) or
aspen.mcidirecthire.com