3 hours ago
Job title : Senior Officer Executive Assistant (Operations)
Job Location : Gauteng, Johannesburg
Deadline : November 29, 2024
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Description
Provision of Office Management and Personal Assistant Services to the Executive Manager and the Operations Division
- Plan and determine required number of meetings, logistics, attendees, etc
- Produce documents, briefing papers, reports and presentations, etc as requested by Executive Manager
- Plan, coordinate and ensures the Executive Manager’s schedule is followed and respected
- Ensure that the Executive Manager’s diary is up to date and efficiently managed as changes occur, or new meetings are scheduled
- Request necessary data from managers within the Operations department so that reports can be compiled
- Attend to phone calls, e-mails and messages either through first line response or forwarding as appropriate to members within SSETA
- Process incoming correspondence and action as required, e.g. update diaries, type documentation, distribute / forward information, internal and external queries
- Maintain stakeholder database and ensure that all information is accurate and up to date
- Regularly check stationery supplies to ensure sufficient stock at all times
- Maintain an up to date, orderly and logical filing system that can be easily accessed when absent
Efficient Coordination of Operations Department Meetings
- Schedule meetings as planned or requested
- Ensure that delegates are aware of what they need to prepare in terms of contribution to the meeting
- Provide a bridge for smooth communication between the Operations department and internal departments
- Compile documentation required and distribute in advance to delegates, including agendas
- Arrange logistical requirements and ensure smooth running of the meetings
- Take minutes of meetings and ensure accuracy and timeous distribution
- Analyse meeting requirements, prepare required information and advise the Executive Manager accordingly so that he/she is well prepared
Arrange and manage Events for the Executive Manager
- Arrange functions and events of the Operations department according to requirements upon request by the Executive Manager
- Determine a budget amount for these events
- Send invitations to Executive Manager’s invitees in advance
- Make sure that all hotels, travel and forex arrangements are on track and arranged as requested
Achievement of Work Plans
- Execute work plans and drive the evidence collection in real time
- Produce reports against the implementation of work plans
- Respond to audit findings with complete evidence, on time
- Implement documented data management practices
- Comply with policies and procedures in the unit
- Record, file and ensure the availability of POP information
Requirements
- National Senior Certificate, at a minimum NQF 4
- National Diploma (NQF 6) in Administration, Business Administration or Secretarial qualification, or equivalent qualification
- A minimum of 3 years of experience as a Personal Assistant, with one year experience at an Executive Management level
- Proven knowledge in working with MS Office (Word, Excel, PowerPoint)
How to Apply for this Offer
Interested and Qualified candidates should Click here to Apply Now
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