To support and enhance the executive function by performing administrative and office related duties
Duties & Responsibilities
Results Delivery:
- Apply cost effectiveness principles in everyday delivery to contribute to achievement of departmental financial targets
- Deliver results efficiently by applying cost saving principles when ordering stationary , booking flights and attending to the executives needs while upholding JSE standards
- Deliver results by managing time and executives time effectively and aligning with executives targets and deadlines in order to contribute to JSE principles
- Monitor relevant expenses against annual budget for division and/or events in achievement of departmental financial objectives
- Provide input into formulation of departmental budgets
Stakeholder Relationship Management:
- Create and maintain relationships with internal and external stakeholders on all levels in order to speak to JSE values of efficiency and effectiveness
- Conduct one on one meetings with managers and executives to ensure needs are understood
- Develop and maintain relationships to build trust and ensure continuity
- Maintain open and trusting relationships with all stakeholders
Process Management:
- Manage executives diary by setting up meetings, checking conflicting meeting and communicating with all stakeholders
- Plan for meetings by booking parking, meeting rooms via on board JSE system and share information with stakeholders in a timely manner
- Prepare for meetings by setting up meeting rooms, ordering refreshments, preparing and distributing agendas to best facilitate a smooth meeting
- Take meeting minutes or record meetings as needed, type minutes and distribute to the executive and ultimately distribution list within appropriate time frame
- Assist the executive with administrative functions such as document preparation, setting up presentations, creating or maintaining worksheets and other related administrative functions
- Manage communication by answering and screening telephone calls and emails, making calls, manage voicemails and emails to support the executive and division as far as possible
- Make all travel arrangements, visas, hotel bookings, car rentals and foreign exchange arrangements when the executive is travelling, staying within a pre prescribed budget while upholding JSE band
- Research travel destinations by buying books and maps and conducting desktop research to prepare the executive as best possible for any trips undertaken
- Plan events (such as lunches for committee members), send invites and follow up, make all necessary arrangements such as catering and set up, within a pre-determined budget
- Draft and send communications regarding events to ensure knowledge
- Act as host at functions by welcoming guests and assist the executive to uphold the JSE brand
- Communicate with internal events managers to set up and conduct events or source external event coordinators if necessary
- Plan, arrange and co-ordinate gifts, packs and events in line with business initiatives and budgets
- Compare cost for all functions and events by conducting a plan of itemized costs, get approval to stay within budget ensuring deliverables meet with JSE cost efficiency
- Use initiative to make decisions by analysing the situation and taking appropriate action to minimise the impact on the executives time and escalate to the executive only when all avenues have been examined and appropriate to do so
- Take responsibility for departmental accounts by following the JSE accounting process from receiving a request for goods to, receiving invoice to loading invoices onto accounting system for payment
- Respond to requests of a personal nature such as lunches from executive by executing requests to assist the executive
- Offer office support to the division by networking and liaising with facilities management ensuring a timely turn- around time
- Treat staff welfare issues of the division sensitively and with empathy and follow an appropriate course of action such as ordering flowers
- Consistently deal with all correspondence and communication with confidentiality and in line with the JSE and executives values maintaining integrity of executive and self
Desired Experience & Qualification
- Essential Qualification Matric with certificate in Office Management or Personal Assistant
- Preferred Qualification Degree in Administration
- 3-5 years secretarial function on an executive level
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