Structural InformationJob number: 10024508Job title: Executive Assistant: Chief SupportJob grade: S5Group/ BU: GenericDivision: GenericSpan of control: 0-5Reports to: Top ManagementCore DescriptionResponsible for provisioning of high-level support and office management/logistics to the company's top leadership teams on Chief levels. Responsibilities include managing schedules, coordinating meetings, handling correspondence, and performing various tasks, which may include the management and coordination of projects, documentation management, report compilation, coordination of events, interface management, giving inputs to and tracking of various reports/documents/issues/commitments, e.g., budgets, productivity targets, performance assessments, and leave of the Chief's direct reports. Responsibilities also include arranging travel plans and itineraries and compiling the documents required for travel-related meetings. The position acts as a key liaison between the top management and internal/external stakeholders, maintaining a high level of professionalism, discretion, and confidentiality.Job ResponsibilitiesDiary Management and Meeting Coordination:Schedule and coordinate meetings, appointments, and travel arrangements for executives.Ensure efficient time management by prioritizing and managing the executive's calendar.Organize and coordinate meetings, including preparing agendas, materials, and taking minutes.Follow up on action items and ensure timely completion of tasks.Communication:Handle incoming and outgoing communications, including emails, phone calls, and written correspondence.Prepare and edit documents, reports, and presentations.Travel Management:Arrange and manage travel itineraries, accommodations, and transportation for executives.Handle travel-related expenses and reimbursements.Administrative & Office Support:Maintain and organize confidential files and records.Prepare expense reports and manage budget-related tasks.Conduct research and compile data for reports and presentations.Prepare, compile, and validate documents including presentations, operational documentation, submissions, statistics, graphs, proposals, organograms, letters, memos, and agendas.Ensure the executive office operates smoothly and efficiently.Oversee office supplies and equipment maintenance.Process queries received via all channels, prioritize and respond/resolve.Screen incoming calls and correspondence and respond independently when possible.Projects and Events:Assist in the planning and execution of special projects and initiatives.Plan and organize company events, meetings, and conferences.Coordinate logistics, including venue selection, catering, and audio-visual arrangements.Coordinate with internal and external stakeholders to ensure project success.Escalate potential derailers to project deliverables to the Chief for timely resolution.Stakeholder Management:Serve as a liaison between the Chief and other departments and build and maintain positive relationships with clients, partners, and internal team members.Network with relevant role players via meetings and conferences, discussion forums, and committees.Manage and monitor performance of service providers, vendors/suppliers, and implement corrective actions.Provide recommendations and consultation to improve teamwork across the BU.Assist and follow up on key deliverables expected from the BU EXCO team.Ensure the team prioritizes and delivers on strategies in line with business priorities as discussed with the Chief.Information Management:Update and maintain databases related to operational resources, assets, BBBEE targets, etc., and provide management information and reports as required.Evaluate data integrity, report irregularities and take corrective action in cooperation with applicable role players.Provide high-level support regarding Board Issues, tracking team survey results and the implementation of solutions, as well as tracking of progress to all internal compliance-related processes.Core CompetenciesKnowledge: Project Management; Products; Administration; Financial Management; Communication; Computer Software; Technology proficiency; HR & Finance systems & processes.Skills: Planning & organizing; communication (written & verbal); Networking; Organizing skills & techniques; Problem Solving; Analyzing; Detail-oriented; Proactive; Creative; Time and calendar management; Stakeholder management; Research and data analysis.Attitudes: Business Orientated; Decisive; Dedicated; Accurate; Responsible; Assertive; Integrity; Initiative; Diplomacy; Adaptability; Cultural and Ethical Awareness.Education:NQF 4: Grade 12OR NQF 6: 3 year Diploma/National DiplomaExperience:7 years experience, of which at least 2 years on supervisory levelOR 5 years relevant experienceCertifications:NoneSpecial Requirements:Willing to travelPhysical Requirements:NoneKey Stakeholders:Group ExcoCEO and Chairmans Office SupportOther Chief's Executive AssistantsRelevant operational role playersAdditional InformationQualifications and Experience:Degree/Diploma, preferably in Office Management, Business Administration, Project Management, or a related field.Special Requirements:Willing to work overtime, including evenings & weekends.Willing to sign confidentiality agreement and Business Code of Ethics.Experience must be in a high-level support environment.Excellent organizational and time-management skills.Strong written and verbal communication abilities.Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.Ability to multitask and prioritize effectively.High level of discretion and confidentiality.Strong interpersonal skills and the ability to build and maintain relationships.
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