Executive Assistant

Job title
Executive Assistant
Job grade
Mid Level
Location / Operation
Blue Label Distribution – Johannesburg Gauteng South Africa
Department
Blue Label Distribution – Sandton
Job reports to
Group Chief Technology Officer
Job Purpose

Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May also train and supervise lowerlevel clerical staff.
Responsibilities

Document Preparation

Prepare routine letters, memoranda, reports and similar documents following detailed instruction. This is likely to involve using the full range of functions within standard office software. Documentation and filing management Proofread and pipeline documentation sign-off for Chief Technology Officer Take and distribute meeting minutes Open and distribute mail, and use form letters or emails to respond to routine requests.

Business Meetings/Events Arrangement

Schedule appointments, make arrangements for meetings and conferences, and organize travel plans following detailed instructions to facilitate business meetings with both internal customers and vendors. Co-ordinate departmental activities and events budget. Scheduling of Technology Steerco and Exco sessions.

Administration and Document Management

Maintain files and records. Conduct data entry into company systems, and review and verify the information to ensure accuracy and accessibility. Produce accurate reports for others by collecting data from a variety of standard sources and inputting it into standard formats. Fine-tuning and reviewing of presentations.

Diary Management

Organize own work schedule each day in line with changing priorities. Manage diaries and daily schedules of Executive Management. Manage office rosters (gym, employee of the month, quarter and year). Execute the technology communications plan as directed by the Chief Technology Officer.

Client & Customer Management

Help manage internal client relationships by carrying out simple procedural tasks. Own the customer centricity schedule and field visit programme with Executive Management. Support Technology and Human Capital teams in recruitment and incubation processes Pro-active engagement with departments’ administrative staff within the Blue Label Group. Involvement in social responsibility initiatives with Technology, Transformation and Human Capital teams

Requirements of the Job
Experience

General Experience

Minimum one year in an Executive Assistant/ Secretarial role Five years in similar role requiring customer service and relationship development in corporate environments preferred

Managerial Experience

Minimum one year in a team management / junior leadership role

Minimum qualifications

Matric
Undergraduate Qualification essential
Secretarial and Project Management qualification advantageous

Competencies / Behaviour

Verbal Communication

Uses clear and effective verbal communications skills with guidance (but not constant supervision) to express ideas, request actions and formulate plans or policies.

Numerical Skills

Uses an understanding of numerical concepts to perform mathematical operations such as report analysis with guidance (but not constant supervision).

Computer skills

Supports business processes without supervision by understanding and effectively using standard office equipment and standard software packages, while providing technical guidance as needed.

Planning and Organizing

Works with guidance (but not constant supervision) to plan, organize, prioritize and oversee activities to efficiently meet business objectives.

Data Collection and analysis

Works under guidance (but not constant supervision) to analyze data trends for use in reports to help guide decision making.

Time accounting

Applies concepts of knowledge / skill and requires guidance but not constant supervision

Presentation creation

Applies concepts of knowledge / skill and requires guidance but not constant supervision

Calendar and scheduling

Applies concepts of knowledge / skill and requires guidance but not constant supervision

Spreadsheet expertise

Applies concepts of knowledge / skill and requires guidance but not constant supervision

Document management

Applies concepts of knowledge / skill and requires guidance but not constant supervision

Customer relationship management (CRM) software

Applies concepts of knowledge / skill and requires guidance but not constant supervision

Behavioural attributes

Ensures accountability

Holds self and others accountable to meet commitments. For example, operates with a clear sense of responsibility; learns about, and adheres to, most policies, procedures, and work requirements. Takes steps to ensure work is done properly, communicates status, and addresses any errors.

Plans and aligns

Plans and prioritizes work to meet commitments aligned with organizational goals. For example, gains a clear understanding of the main tasks needed to complete work in the right sequence. Identifies the support and resources needed to carry out plans; delivers on time at an acceptable quality level.

Tech savvy

Anticipates and adopts innovations in business-building digital and technology applications. For example, successfully leverages the latest technologies to increase performance. Quickly embraces and masters new technological advances adopted by the organization. May help others learn the terminology.

Communicates effectively

Develops and delivers multi-mode communications that convey a clear understanding of the unique needs of different audiences. For example, pays attention to others’ insights, advice, or instruction, grasping the main elements. Promptly shares relevant information with the right amount of detail.

Manages complexity

Makes sense of complex, high quantity, and sometimes contradictory information to effectively solve problems. For example, looks at complex issues from multiple angles; explores issues to uncover underlying issues and root causes; sees the main consequences and implications of different options.

Collaborates

Builds partnerships and works collaboratively with others to meet shared objectives. For example, finds many ways to add value to the team; probes to draw out richer input from others; is a valued resource who goes out of the way to help others.

Special conditions or requirements of the Job

Manage and maintain executives’ schedules.
Process payroll information.
Make travel arrangements for executives.
Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software
Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.
Answer phone calls and direct calls to appropriate parties or take messages.
Prepare responses to correspondence containing routine inquiries.
Open, sort, and distribute incoming correspondence, including faxes and email.
Greet visitors and determine whether they should be given access to specific individuals.
Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
Interpret administrative and operating policies and procedures for employees.
File and retrieve corporate documents, records, and reports.
Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
Set up and oversee administrative policies and procedures for offices or organizations.
Provide clerical support to other departments.
Meet with individuals, special interest groups, and others on behalf of executives, committees, and boards of directors.
Compile, transcribe, and distribute minutes of meetings.
Attend meetings to record minutes.
Supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material.
Review operating practices and procedures to determine whether improvements
can be made in areas such as workflow, reporting procedures, or expenditures.

Closing date for applications
Wednesday, 23 October 2019

Please click on “Apply for job” below and follow the link to the online application form.
(View and apply for this and other vacancies online via freerecruit.co.za)

To apply for this job please visit www.bluelabeltelecoms.co.za.

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