Mintek Administrative / Secretarial Jobs in Gauteng
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The Executive Assistant will have to proactively manage the office of the Group Executive. Provide full administrative and secretarial support to the Group Executive.
KEY PERFORMANCE INDICATORS:
Management of Group Executive Office:
- Manage and work closely with the GE performing day-to-day administrative tasks.
- Plan and schedule critical engagements for the executive, aligning these to the planning and budget cycle.
- Coordinate speaking events and engagements of the GE.
- Ensure that the GEs calendar/diary is up to date and efficiently managed as changes occur, or new meetings are scheduled.
- Attend to phone calls and messages either through first line response or forwarding as appropriate.
- Review and summarize miscellaneous documents, prepare and outgoing correspondence for the GE.
- Provision of day-to-day service (internal and external) in the Office of the GE.
- Maintain absolute confidentiality in respect of all tasks and duties performed.
- Undertake ad hoc tasks assigned by Executive Management.
Communication and Protocol:
- Reviewing Internal and External Communications: drafting speeches or presentations for the GE.
- Receive guests to the GE’s office including public office and parliament officials including business partners.
- Develop and deliver user-friendly orderly and logical filing system that can be easily accessed when absent.
- Assist the GE in consolidating several management documents for distribution and co-ordinate feedback.
- Manage the flow of documents into and out of the GE’s office and ensure that every document can be accounted for.
- Execute complex assignments with maximum efficiency and confidentiality.
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Financial Administration and Reporting:
- Manage the procurement of goods and services and execute services within budget.
- Enter Purchase Requisitions (PR) on IFS (ERP Systems).
- Monitor progress to ensure PR is translated into a Purchase Orders (PO) timeously.
- Coordinates collection and preparation of operating reports, such as expenditures and statistical records.
- Ensure that orders and invoices are done.
- Prepare all expense reports for Executive.
- Coordinate and distribute monthly and quarterly reports to Executive.
Meetings and travel arrangements:
- Arrange bookings, venues, refreshments, equipment (laptop, projector etc.) for the GE’s Office.
- Take minutes of EXCO, Mancom and Ad hoc meetings.
- Arrange travel and related requirements for the GE.
Minimum requirements
JOB KNOWLEDGE AND REQUIREMENTS:
- 5 years of relevant experience or more.
- ERP systems, Excel, Word, PowerPoint, MS-Office.
- Strong organisation skills.
- Business Acumen.
- Resourcefulness.
- Adaptability.
- Interpersonal skills.
- Multitasking.
- Ability to cope in a stressful and demanding environment.
QUALIFICATIONS:
- Bachelor’s Degree in Office Administration or equivalent.
BEHAVIOURAL COMPETENCIES:
- Business writing skills.
- Maintain strict confidentiality and exercise discretion.
- Possess strong writing, and communication skills.
- Be attentive and detail-oriented.
- Able to work efficiently within time constraints and deadlines.
- Computer literate.
- Office Administration.
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