Personal Assistant - Secunda
CSG Resourcing Ltd
CSG Resoucings is currently looking for a Personal Assistant in the mining sector. Purpose of the Job: To provide a day-to-day operational personal assistant and secretarial/administration support to the VP. Act as thefirst point of contact with people from both inside and outside the organization. Coordinates business functions ofthe area of responsibility that include personnel administration, office co-ordination and budget monitoring andmanagement. To ensure effective e-mail and diary management, administration management (including financial administration,project-related admin support) for the VP. Accountable for the effective utilization and deployment of Senior Managers time and schedule. To support the VP's team with administrative support including travel arrangements and document preparation Operating entity : EOP:Mining Location: Secunda, Mpumalanga, South Africa Functional Ouputs: Planning and co-ordination of meetings Effective meeting and event planning. Effectively manages the diary/calendar of the VP (e.g., scheduling of meetings as agreed). Effectively manages diaries, by ensuring the availability of key stakeholders and helps the VP to co-ordinatecritical meetings within the required timelines. Effectively manages the daily operations of the VP. Responds to all meeting invitations received and ensures proper consultation with the relevantstakeholders. Proactively anticipates and responds to diary clashes and resolves conflicts. Books meeting rooms and organises access and parking for visitors. Arranges catering and refreshments for agreed meetings. Monitors the email in-box for the VP and provides necessary support based on the action that is required(e.g., urgent requests to be sent; queries handed over to relevant member of the team; meeting deadlinesfor submissions; complaints or escalations). Receives and screens visitors and telephone calls, takes messages, schedules appointments for the VPand/or management staff and provides information to callers. Deliver quality, cost effective service and support on time. Performs a full range of secretarial assignments, such as composing and typing routine letters, memoranda,reports and minutes of meetings. Project a professional company image through in-person and phone interaction. Assists in the drafting of the agendas for internal and external meetings and ensures timely distribution tomeeting attendees before the meetings take place. Plans and organises events such as conferences, annual events, monthly committee meetings and teammeetings. Prioritizes and negotiates organizational needs regarding meetings, timeframes, and deadlines. Attends meetings, takes minutes and meeting notes. Administration Support Works independently to manage and plan projects and executes on deliverables within timelines. Provides an efficient and responsive administrative, organisational, and logistical service to the VP andprovides team support. Adds value in a constantly changing environment with little or no management direction. Assists the VP by helping to manage and prioritise time and ensures that a high level of service ismaintained. Control time and priority of own and manager's actions. Plan and organise the workload and the initiative to resolve issues quickly in an appropriate manner andhas to cope with changing set of priorities and needs to be flexible and adaptable. Prepares and maintains office records, reports and correspondence. Effective office administration/management. Deliver quality, cost effective service and support on time. Utilizes, reconciles and manipulates data for management reports from different internal and externalsources. Effective management of information flow. Organises and stores paperwork, documents and computer-based information. Stores and files documents for easy future access. Maintains electronic filing system. Keeps abreast of technological changes and master's new technology. Accurate document / information processing and management. Photocopies and prints documents as and when requested. Cost awareness and control Monitors cost and expenditure and provides report to the VP. Prepares and maintains expense reports for the VP. Orders and maintains stationery and equipment timeously. Keeps records thereof. Controls stock of stationery and office supplies. Awareness, focus and control of cost / budget. Cost control - Provides recommendations on improvement opportunities in the administrative functions (e.g.ways to save costs, increase efficiency, save time etc.). Assists with managing and maintaining budgets. Travel Management Identifies and schedules appropriate venue, travel and accommodation arrangements, locally andinternationally for the VP and staff. Manages the logistics of all venue, travel and accommodation requirements. Makes arrangements for passports, international visas, international drivers' licenses, and car hire,international roaming facilities, foreign currency allowances, if and when required. Stakeholder management and communication Develop and maintain effective relationships with internal and external customers through oral and writtencommunications. Effective management of relationships with stakeholders within the business units, SBU's and hubs. Understands the sensitivities around competitors. Adapts the content, style and medium of communication to ensure appropriateness and to maximizeunderstanding and impact among a wide range of audiences. Assists other PAs on systems or processes, if needed. Effectively responds to internal stakeholder queries in a timely manner. Manages a number of requests and situations at one time. Qualifications: Grade 12 and 3-9 years of relevant experience Relevant certificate (1-2 years) and 2-6 years of relevant experience 3 year relevant diploma and 1-5 years of relevant experience University Bachelor's Degree/ Technikon B Tech Degree/Hons degree/Masters/PhD and 0-4 years ofrelevant experience Key Competencies required: Has advanced broad knowledge of the business and capable of anticipating situations and takingappropriate action. Computer literate with the ability to learn new software applications. Advanced knowledge of and accreditation in various relevant business desktop software applications suchas Microsoft Office (MS Word, Excel, PowerPoint and Outlook) and telephone protocol. Excellent e-mail and diary management and effective meeting planning skills. Experienced professional who has developed their skills and theoretical knowledge to a very high standard. Excellent organizational, analytical and problem-solving skills. Experience in dealing with confidential information and with senior management. Excellent written and oral communication and good interpersonal skills. Good presentation skills. Efficient and self-motivated individual. Knowledge of office practices, administration procedures and computer software programs. Strong business acumen and knowledge of the business with acute insights to the sensitivities of bothinternal and external interfaces, but specifically how they impact the Sasol executive's role. Self-Mastery: Takes accountability for driving own growth through developing self- awareness, reflecting, seekingfeedback and self-correcting
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