Our Client:
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Our client creates world-class sustainable solutions for leading players in the oil and gas, wind energy, marine, and infrastructure industries worldwide.
They are a trusted global partner with 25 years of experience and have worked on more than 600 assets globally. With a focus on Health, Safety, Environment, and Quality (HSEQ), they are dedicated to helping their clients achieve their goals of maximum production uptime, zero harm, and operational efficiency.
Core Purpose
This role is to provide executive administrative support to the Managing Director, Board, and Executive team to ensure that key tasks and company initiatives are accomplished with high efficiency. Ensuring the executive’s most critical and urgent tasks are driven without having to sort through low-priority items. Executive Assistant to screen all visitors and determine what level of support they need while offering polite, professional customer service. They manage the executive’s daily calendar, including scheduling meetings, confirming appointments, writing itineraries, and arranging for transportation. Executive Assistant to ensure company image is maintained by office staff on company policies and best practices.
Key Performance Areas:
- General support to and from management of the MD’s office.
- High level of trust, integrity, privacy, and confidentiality- including Social Media space
- Diary management and coordination of MD’s priorities ensuring smooth day-to-day engagements.
- Act as a barometer for issues arising and keep MD updated
- Review and action MD’s incoming emails especially when out of office
- Redirect issues that can be dealt with by others when MD is not available
- Progress approvals/signatures where required
- Provide hospitality to visitors by creating a welcoming environment and identifying the purpose of their visit
- Liaise with all internal and external stakeholders.
- Professional handling of telephone calls and re-routing where required.
- Timeous arranging, coordinating, and recording (minute) all MD’s meetings including Board Meetings.
- Organizing catering when necessary, confirming with attendees dietary requirements
- Ensure that relevant documentation for meetings is available to all attendees.
- Liaise with Board members and ensure timeous notification and board presentation documents to all stakeholders.
- Arranging teleconference/video conferences per MD requirements and liaising with IT dept for any challenges prior to the meeting.
- Following up on outstanding matters.
- Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf
- Document formatting, tabling, report writing, mail merges, spreadsheets, etc.
- Drafting letters for MD and also reviewing Exco members' company communication to stakeholders.
- Dissemination of company information per communication protocols
- Travel arrangements (local and international) for KGA, including sourcing the best pricing and quality or using the relevant systems and processes in place.
- Develop and maintain client contact details.
- Research and prepare professional presentations, MD to review thereafter.
- Management of monthly expense and travel claims including review of bookings against relevant booking codes
- Timeous completion of timesheets for the MDs office weekly
- Develop and manage an effective filing system.
- Adhere to the processes, procedures, guidelines, policies, or systems where required
- High-level project management administration tasks on behalf of the MD Office
Job Requirement
Qualifications:
- Matric
- National Diploma in Office Administration/ Management
Proficiency:
- MS Office suite (Outlook, Word, Excel, PowerPoint, Teams)
- Business Management Systems
- HR Information Systems
- Researching and presentation using various sources (library, internet)
Experience:
- Minimum 5 years executive PA/ Secretarial
- Advanced MS Office suite (skills will be tested)
- Proven general Office Management (reception, telephone, boardroom, secretarial, customer service)
- Business Accounting
- Personal knowledge of intense Do it yourself, start-up environment
Person Requirement
Core Competencies:
- Duty of confidentiality and understanding of sharing entrusted information responsibly
- High attention to detail
- Time management skills and ability to meet deadlines (prioritization)
- Ability to switch gears at a moment's notice- understand urgency/ criticality
- Excellent verbal and written communication skills
- Proactive, planning ahead, taking initiative
- Profound verbal and written communication skills
- Strong organizational skills and ability to multitask
- Problem-solving and decision making
- Proactivity and self-direction
- Good Interpersonal skills coupled with working in a diverse environment
- Professional attitude and appearance
- Networking ability e.g. ability to arrange meeting with new/busy/hard-to-reach individual
General Competencies:
- Perfect grammar and no errors.
- Handling clerical duties in a high-pressure environment.
- Maintaining high-level business relationships.
- Understand office replenishment e.g. printing supplies, refreshments, etc.
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