KEY PERFORMANCE AREAS<\/p>\n
Meetings and Event Management<\/p>\n
\tArrange Management Team meetings and internal and\/ or external stakeholder meetings as directed by the Group Executive.
\n\tConfirm arrangements for meetings and ensure that the Group Executive is briefed appropriately regarding the agenda for the meetings.
\n\tIdentify and arrange suitable meeting venues and conference facilities.
\n\tDraft minutes, agenda and any necessary presentation material.
\n\tCompile and distribute meeting packs in advance to ensure proper preparation.
\n\tCoordinate and organise events such as workshops, strategy sessions; ad hoc visits at Management level as and when needed.
\n\tFollow up on actions emanating from meetings on behalf of the Group Executive<\/p>\n
Diary Management<\/p>\n
\t\u00a0Manage the Group Executive\u2019s diary effectively and efficiently.
\n\tAssist in prioritising tasks and take proactive responsibility for relevant actions.<\/p>\n
\u00a0\u00a0Travel Arrangement<\/p>\n
\tCoordinate both national and international travel arrangements of the Group Executive as and when required.
\n\tArrange flights,\u00a0and accommodation accordingly.
\n\tPrepare and reconcile subsistence and travel claims.
\n\tPrepare a detailed and accurate itinerary for the Group Executive<\/p>\n
Stakeholder Management<\/p>\n
\tEngage with EXCO and Divisional management
\n\tPromote a professional first point of contact between the Group Executive, the Executives, clients and stakeholders.
\n\tProvide administrative support to the team and form solid professional relationships.
\n\tMaintain sound relationships with the Board, Executives and other stakeholders internally and externally.
\n\tAttend to internal and external guests\/visitors of the Group Executive.
\n\tLiaise with external facilitators or suppliers when necessary<\/p>\n
Team Engagement<\/p>\n
\tCoordinate and prepare for EXCO and Divisional Management meetings.
\n\tIndependently draft Divisional Management team meeting agenda and circulate with necessary presentation material.
\n\tCirculate Divisional MANCO agenda and necessary presentation material.
\n\tCapture accurate Management team meeting minutes, circulate, and inputs timeously.
\n\tProvide administrative support and engage with Management team members as and when required.
\n\tProvide accurate and verified information on enquiry from CEO\u2019s Office, Management team meeting and Executive members.
\n\tInteracts with EXCO\/ Management team members at the request of the Group Executive.
\n\tCoordinate and organise events such as workshops, strategy sessions; ad hoc visits, etc. as and when required.<\/p>\n
Budget and Procurement<\/p>\n
\tRegister suppliers and projects.
\n\tManages the procurement of equipment and office suppliers according to office needs and policies and procedure.
\n\tProcess expenses for meetings arranged and attended.
\n\tFollow-up on purchase orders and payments for the Group Executive\u2019s office.
\n\tPrepare and facilitate Group Executive\u2019s subscription to professional bodies and any other relevant structures in the Science field.
\n\tInput into preparation and co-ordination of the Group Executive\u2019s budget.<\/p>\n
General Correspondence<\/p>\n
\tPrepare sensitive and high-quality documentation, such as: -presentations; accurate reports and general correspondence on behalf of the Group Executive when necessary.
\n\tProcess and maintain specialised and comprehensive records.
\n\tQuality assures and resolves discrepancies on all documentation for the Group Executive\u2019s signature to ensure a high standard of outgoing documentation to clients and staff.
\n\tReceive and dispatch documentation and keep a register for in- and out-post.
\n\tType, edit and compose correspondence, documents, spreadsheets and presentations as required.<\/p>\n
General Office Management<\/p>\n
\tManage the Group Executive\u2019s office in his\/her absence.
\n\tManage all queries and directs to appropriate problem solving.
\n\tEnsure that the office is in a position to function effectively on a day-to-day basis.
\n\tProvide accurate and verified information on enquiry by clients in general.
\n\tAssist in simple research tasks as and when needed.
\n\tScreen incoming calls and correspondence; responds independently on behalf of the Group Executive in their absence and re-direct when necessary.
\n\tDesign and maintain an effective and systematic electronic and manual filing system to ensure proper maintenance of records and easy retrieval of documents.
\n\tMaintain a daily update of a fully functional filing system where documents and reference materials can be retrieved easily and timeously.
\n\tProvide photocopy; fax; courier services.
\n\tKeep an updated contact list.<\/p>\n
MINIMUM QUALIFICATIONS AND EXPERIENCE:<\/p>\n
\tA Diploma or NQF 6 Qualification in Secretarial or Administration
\n\t8 years\u2019 experience as an Executive Assistant \/ Senior Secretary to a Senior Manager
\n\tIntermediate to Advanced experience in MS Office Suite
\n\tSolid experience with procurement and travel management.
\n\tOffice Administration and coordination
\n\tProject Management, will be an added advantage<\/p>\n
Apply via company website ( N \/ A ) or<\/p>\n
necsa.mcidirecthire.com<\/p>\n
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