Job Description

JOB PURPOSE

• Ensure that the operational running of the Executive Office and all key stakeholders pertaining is managed effectively and efficiently, while exercising professionalism and confidentiality.

RESPONSIBILITIES

Stakeholder Engagement

• Contribute to stakeholder engagement through engaging with internal and external stakeholders, finding out their needs/issues/concern and reacting to these by arranging meetings and events and drafting supporting materials to promote understanding and commitment.

• Engage across all levels of the organisation, up to Board level.

Business Meetings / Events Arrangement

• Schedule appointments, make arrangements for internal and external meetings and conferences, and organise travel plans following instructions to ensure more senior colleagues or a senior executive make best use of their time.

Operations Management

• Provide operational support by performing a range of route activities using existing systems and protocols.

• Exercise discretion in carrying out activities.

Work Scheduling and Allocation

• Organise own work schedule to get the job done, coordinating with support services and assigning short-term tasks to others if necessary.

Client & Customer Management

• Help manage internal and external clients by carrying out standard activities and providing support to others.

Internal Communications

• Use the internal communications system to access specific information.

Budgeting and Costing

• Carry out simple tasks as part of the budgeting process.

Facilities

• Support others by performing a range of facilities management activities.

BEHAVIORAL COMPETENCIES

• Plans and Aligns: Plans and prioritizes work to meet commitments aligned with organizational goals.

• Ensures Accountability: Holds self and others accountable to meet commitments.

• Collaborates: Builds partnerships and works collaboratively with others to meet shared objectives.

• Communicates Effectively: Develops and delivers clear communication tailored to different audiences.

• Drives Results: Consistently achieves results, even under tough circumstances.

• Manages Complexity: Makes sense of complex and contradictory information to effectively solve problems.

• Being Resilient: Rebounds from setbacks and adversity when facing difficult situations.

• Instills Trust: Gains confidence and trust of others through honesty, integrity, and authenticity.

SKILLS

• Planning and Organising

• Account/Client Management

• Verbal Communication

• Policy and Procedures

• Action Planning

• Costing and Budgeting

• Reporting

TOOLS

• MS Office (Word, Excel, PowerPoint, Outlook)

EDUCATION

• Grade 12 / SAQA Accredited Equivalent (Essential)

• Secretarial diploma (Advantageous)

EXPERIENCE

• At least 10 or more years' experience supporting executive management (Essential)