The Executive Administrator plays a pivotal role in providing administrative and secretarial support to the Refinery General Manager of Astron Energy Refinery and his leadership team.This position requires exceptional organizational skills, discretion, and the ability to handle sensitive information with confidentiality.This site-based senior Executive Administrator role based in Milnerton, Cape Town is available due to an internal move within Astron Energy.We would welcome applications from experienced professionals with proven ability to demonstrate exceptional skills within a Corporate environment. The successful candidate will build relationships to resolve calendar conflicts, manage events and align on process improvement opportunities.ResponsibilitiesProvide support to the General Manager Refining:Provide direct support to other Refinery Leadership Team members if required.Weekly/Daily schedule coordination including daily pack/pre-read preparation including email and calendar management.Travel arrangements, event management, procurement, screening calls and re-routing as required.Understand the operations within the department to direct calls appropriately, minimizing the impact on management.Manage day-to-day communication.Fiscal Administrative Support:Prepare Systems, Applications, and Products (SAP) purchase orders.Prepare Expenditure Requests and data for purchase of equipment that forms part of Capital.Control all office expenditure and implement cost control processes relating to telephone, photocopy, fax, courier services, and stationary costs.Process and reconcile all travelling expenditures.Prepare documentation for meetings and workshops to be attended/convened.Maintain internal contacts with Refinery Leadership Team, and staff at all levels.Obtain and print material/information for monthly performance reports.Anticipate "need to know" requirements before visits, meetings, and trips.Compile pre-reads, agendas etc.Stakeholder and visitor preparation and management including logistics and other details.Screen telephone calls, internal and external correspondence before and action those which do not require attention, even during his absence from office.Make telephone calls for and on behalf of the General Manager.Assist in disseminating work requests.Monitor all exception time (vacation, sick days, and emergency leave).Maintain electronic diary.Screen e-mail messages and ensure that urgent messages are appropriately actioned. Use discretion to forward messages to appropriate areas.Prepare expense reports.Transactional Administration:Book outside training/events for management on request.Prepare and submit monthly reports.Maintain confidentiality of sensitive information.Decision/Recommendation ResponsibilitiesMeeting Prioritization and Scheduling: As the gatekeeper of the calendar, the executive administrator may need to prioritise meeting requests and schedule appointments based on their importance and relevance to the executives' objectives.Document Handling and Distribution: When managing confidential documents and correspondence, the executive administrator may need to determine the appropriate recipients and distribution channels to ensure timely and secure delivery.Travel Arrangements and Itinerary Planning: When coordinating travel arrangements for the General Manager Refining, the executive administrator may need to make decisions regarding flight schedules, hotel accommodations, transportation options, and itinerary planning.Internal Key RelationshipsGeneral Manager Refinery: Your primary internal relationships would be with the Refinery General Manager (GM), of Astron Energy, and the Refinery Leadership team. You would directly support them in their daily activities and act as a liaison between them and other departments within the company.Refinery Leadership Team: Build strong working relationships with other members of the refinery team, you would collaborate with them on various initiatives and projects as directed.Board of Directors: Maintain a professional relationship with members of the Board of Directors. You may assist the Refinery General Manager with their Board duties.Administrative Staff: Collaborate with other refinery administrative staff members to ensure seamless operations and support services. This may include sharing resources, coordinating schedules, and assisting with workload management during busy periods. You will lead a bi-monthly coordination meeting with this group.External Relationships:Clients and Customers: Act as a point of contact for clients and customers of Astron Energy, particularly high-level clients or partners. You may assist in scheduling meetings, responding to inquiries, and facilitating communication to ensure customer satisfaction.Suppliers and Vendors: Maintain relationships with suppliers and vendors who provide goods and services to Astron Energy. You may assist in coordinating procurement activities, negotiating contracts, and resolving issues related to vendor relationships.Industry Partners and Associations: Represent Astron Energy in relationships with industry partners, associations, and professional organizations. You may attend industry events, conferences, and meetings to network and stay informed about industry trends and developments.Media and Public Relations: Work closely with the corporate communications or public relations team to manage external communications, including press releases, media inquiries, and corporate announcements. You may assist in drafting communication materials and coordinating media interviews for company executives.RequirementsProfessional Qualification and Certifications: Business Administration/Management, or other tertiary qualification.Work Experience:3 – 5 years' experience in a corporate environment.In a business administration and or project management role.Knowledge and skills:Proficiency in MS Office (Word, Excel, PowerPoint, Visio, Electronic Mail and Calendar, and Projects).Knowledge of SAP R/3.Knowledge of Concur.Ability to work under pressure (essential).Strong initiative and ability to think and work independently (essential).Strong Planning and organizing skills (critical).Strong Customer relationships and interactions skills (critical).
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