JOB PURPOSE<\/p>\n
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. \u00a0In addition to administrative duties for the designated Executives \/ the Function, the Executive Support Assistant (Group Corporate Services) will also be responsible for:<\/p>\n
\tServing as a back-up for the Travel Events and Conferences Coordinator
\n\tProcessing of SAP related work for designated Group Corporate Services functions\u00a0<\/p>\n
KEY PERFORMANCE AREAS<\/p>\n
General Administrative Support:\u00a0<\/p>\n
\tAccurate drafting and typing of correspondence
\n\tArranging meetings and coordinating diaries for the designated Executives
\n\tAnswering telephones, logging messages, as well as being efficient and helpful to stakeholders to resolve concerns and complaints where possible
\n\tPhotocopying \/ scanning as and when required
\n\tPreparing PowerPoint presentations
\n\tInitiating replies on correspondence and other matters when required
\n\tOrganizing 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
\n\tLogging IT maintenance requests for the designated Executives and ensuring such requests are resolved expeditiously
\n\tOrganizing the courier of documents and \/ or equipment to various destinations
\n\tManaging emails proficiently and within agreed turnaround times
\n\tMaintaining an electronic and paper filing system
\n\tCompleting allocated tasks on time and with highest quality
\n\tProviding progress updates on allocated tasks in accordance with agreed timelines
\n\tProactively following up on deadlines and project managing deliverables to successful completion
\n\tHandling of and responding to emails or telephonic enquiries appropriately
\n\tCoordinating visits by guests in consultation with the Aspen Site Services department, and welcoming guests by greeting them in person
\n\tCollating of contacts lists and updating same regularly
\n\tEnsuring archiving of email folders and regular maintenance of such folders
\n\tHandling confidential and \/ or sensitive correspondence and information with utmost discretion and maintaining confidentiality at all times\u00a0
\n\tFollowing established in-house work procedures and identifying \/ implementing new procedures to improve efficiency
\n\tWorking with the Travel, Events and Conferences Coordinator to arrange all local and international business travel for the designated Executives and their departments
\n\tAccurately collating and submitting designated Executives\u2019 foreign travel claims to Travel, Events and Conferences Coordinator
\n\tManaging driver requests in co-ordination with the Site Services department<\/p>\n
Diary Management:<\/p>\n
\tEffectively maintaining designated Executives\u2019 appointment schedules by planning and scheduling teams meetings, video conferences and teleconferences, locally and internationally
\n\tProviding “gatekeeper” and “gateway” role for direct access to the designated Executives\u2019 diaries
\n\tWorking closely and effectively with the designated Executives to keep them well informed of upcoming commitments and responsibilities, and following up appropriately
\n\tEffectively coordinating meetings for internal and external stakeholders
\n\tEnsuring meeting invitations have sufficient information for the designated Executives and stakeholder(s) to prepare for the meeting
\n\tResponding to meeting requests within realistic and appropriate turnaround times
\n\tEnsuring no duplications \/ conflicts of meetings<\/p>\n
Meeting Management:<\/p>\n
\tPreparing meeting agendas and distributing same
\n\tTaking minutes at meetings at the designated Executives\u2019 request
\n\tDistributing minutes within agreed timelines after meetings and proactively following-up on actions arising
\n\tCoordinating meeting rooms, teleconferencing and video conferencing requirements, and such other requirements (including catering) for departmental meetings (internal and external)
\n\tCompiling relevant documents for meetings
\n\tProviding historical references by developing and utilizing filing and retrieval systems and recording meeting discussions
\n\tHandling of ad hoc queries related to meetings Accurately managing different time zones when scheduling international meetings
\n\tAccurately managing different time zones when scheduling international meetings<\/p>\n
Special Projects:<\/p>\n
\tManaging a variety of special projects for the designated Executives, some of which may have organizational impact
\n\tSuccessfully completing critical aspects of deliverables with a hands-on approach
\n\tProactively following-through on projects to successful completion, often with deadline pressures
\n\tWorking 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 \u00a0<\/p>\n
Requirements
\nEducation:<\/p>\n
\tMatric, Grade 12
\n\tAdministrative or Secretarial Diploma an advantage<\/p>\n
Experience:<\/p>\n
\tThe ideal candidate will demonstrate at least 5 years\u2019 administrative experience
\n\tProficiency in MS Word, MS Excel, MS PowerPoint, Internet and Email at an advanced level\u00a0
\n\tSAP Concur Travel Request and Management Expense (an advantage)<\/p>\n
Work-specific skills & exposure:<\/p>\n
\tStrong interpersonal communications skills
\n\tSuperior typing and note taking skills
\n\tTechnologically savvy and keeps up to date with office administration tools
\n\tWillingness to upskill on corporate administration
\n\tWillingness 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<\/p>\n
Skills and attributes:<\/p>\n
\tExcellent time management skills
\n\tProject administration experience
\n\tStrong organisational skills that reflect ability to perform tasks and projects independently
\n\tPrioritise multiple tasks seamlessly with excellent attention to detail
\n\tHigh level written and verbal communication skills
\n\tPresents and communicates information clearly
\n\tDemonstrated proactive approaches to problem-solving with good decision-making capability
\n\tDeveloped emotional intelligence
\n\tUpholds Aspen ethics and values and demonstrates high level of integrity
\n\tTakes initiative and works under own direction
\n\tEngages professionally with Executives and Senior management
\n\tOperates with considerable independence and resolves problems involving administrative matters
\n\tAdapts and responds positively to change
\n\tWorks productively in a pressurised environment
\n\tAbility to achieve high performance goals and meet deadlines in a fast-paced environment
\n\tForward thinker who actively seizes opportunities and proposes solutions
\n\tTeam player who actively contributes to their group to complete tasks, meet goals or manage projects<\/p>\n
Apply via company website ( ) or<\/p>\n
aspen.mcidirecthire.com<\/p>\n
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