Executive Team Coordinator (HR Executive Office) - Johannesburg
Executive Team Coordinator with exceptional communication skills (For the HR Executive Office) Industry Banking (6 month contract) Role Purpose Partner the leaders of the HR Executive team in delivery of a wide range of routine administrative, office management and very complex operational responsibilities. Including but are not limited to: Financial, Office and Team Administration (governance) and Executive Office Communications Project Coordination including e.g., large scale events from scoping to execution Procurement and Vendor Management Executive Office Communications Customer (external/internal query management/ resolution) Mentorship/ coaching of HR Team Assistants Stakeholder management Accountabilities Financial, Office and Team Administration Proactively coordinate team diaries, schedules/leverage solid understanding of business context, strategic and operational agenda to make workable recommendations to Central Office team concerning time management, prioritization etc for optimal effectiveness Work collaboratively across Enterprise-Wide HR, Board (as necessary) and Group Exco secretariat teams to define the annual HR and Group Exco Calendars Package (customer centric) and proactively communicate Group and HR Calendars to HR Leadership Teams and critical stakeholders Coordinate and manage all team logistics e.g., travel, meetings, catering, diaries and proactively package itineraries, visa, travel requirement documentation, meeting schedules, pick-ups / drop offs etc. and communicate relevant details to all team members (ready the team for action enabling the team to be more effective and efficient by not needing to follow up and ask) Design, implement effective planning and communication processes to flag preparation requirements to respective team members ahead of scheduled meetings, events, committees, board etc. Coordinate matters arising from Board, Exco (and sub-committee) meetings to contribute to and efficient overall GHR Exco governance and management function Support Business Operations Team by coordinating input requirements of teams for key calendar milestones ensuring timeous submissions to organisation wide secretariats Act as the point of coordination for key business requirements and ensure all requirements are met by teams e.g., attendance at forums, meetings, events, training, performance, submissions etc. First point of contact for office of HR Executive and ensure all requests (calls, correspondence) are actioned/ closed by relevant team members Implement and maintain office and team administration systems including (meeting minutes, agendas, customer engagements, schedules (such as leave performance etc.), calendars and milestone delivery dates, templates, tools) Manage financial transactions for office of the HR Executive (All team members). This may include, but is not limited to invoicing, payments, expense claims etc. Track and manage incoming and outgoing payments and receipts (over/underspend) support Business Operations team in resolution Identify risks associated with office of the HR Executive and recommend solutions in mitigation e.g., late submissions, availability issues, over / under spend, late expenses, etc. Expertly manage all incoming / outgoing communications and requests and proactively identify and mitigate associated risks (e.g., serious complaints, whistleblowing etc.) Support HR Business Operations team with drafting and managing communications and correspondence to various stakeholders from office of HR Executive. (Reading and routing e-mails, drafting letters/documents, collecting /analysing information Prepare/ research various communications e.g., presentations, emails, announcements, and other correspondence (ensure it reflects the style of the Executives communications) People related administration e.g., onboarding, recruitment processes etc Continuously improve document management systems and processes Expertly minute taking (draft relevant and contextual feedback) Project Coordination Lead and-to-end project coordination/ administration of both small- and large-scale events e.g., conferences, meetings, award functions etc (may include data collection and analysis projects, bespoke system creation, implementation, and training) Distil event requirements and objectives and independently identify and scope solutions and proposals for the team e.g., theme, venues, dcor, food, budget Identify and source suppliers and coordinate the end-to-end procurement and payment Operationalise all event / project requirements Continuously research market for new and innovative ideas for conferencing, events etc. Coordinate and manage all logistics for projects and events e.g. People Team coordination centre providing expertise thus enabling other team coordinators through mentorship and coaching on complex projects, problems, communications Represent and coordinate team coordinator roundtables and knowledge management approaches including supporting systems e.g., place to store templates, best practices etc. Coordinate team coordinator development e.g., conferences, secretaries day events etc. Experience and Qualifications Matric and Relevant Business Administration and HR Qualification and or Experience Expertise in various software / system requirements: MS Suite, Databases e.g., Access, ClickView, ERP systems e.g., SAP etc. ( 5-8) years experience business and office administration, policies , and practices (including, risk, compliance and governance related to office administration) Exceptional written and verbal communication skills (proven track record in designing presentations, drafting communications (letters, reports, minutes) for senior audiences that include Group Exco members Able to leverage technology and software knowledge to create systems (e.g., schedules, spreadsheet templates etc.), databases and processes Proven track record in financial administration (Budget tracking, PO generation, Invoicing etc.) Proven track record in senior client relationship management Proven track record in project administration Preferred / Advantage Three (3 ) years experience in dealing with complex and multiple stakeholders Experience in working with and within an Agile project team / teams Future requirements may include an understanding of Agile methodologies and more specifically the administrative routines and processes (e.g., retros etc.) for the effective administrative support of these Is a trusted Team player HR domain experience to enable context and understanding of GHR agenda and related support services Exceptional at execution Strong service orientation and desire to contribute to HC agenda Exceptional attention to detail Can connect the dots and enable work of all members of the team
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