Executive Assistant Needed

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Introduction

The role of the PA/events co-ordinator requires an individual who is very people focussed, has excellent interpersonal skills and represents the organisation both internally and externally. The incumbent must have high energy levels, be very passionate about engagement initiatives and event co-ordination and have the patience to deal with diverse group of stakeholders (staff, leaders, procurement, suppliers, marketing functions, external  partners, Ambassadors, etc).
This role ideally suits a creative individual who can brainstorm ideas, writes well and is also able to support the Head of People with administrative duties from time to time.

Duties & Responsibilities

Secretarial – People Team

  • Preparation of weekly HR minutes and agenda distribution etc
  • Diary management for Head of People when required
  • Scheduling meetings: Room bookings, set up, meet and greet of external visitors, interviewees
  • Compiling presentations in a professional manner when required
  • Reimbursements & travel bookings for team
  • Software/hardware requests and approval
  • All staff related procurement orders
  • Process all payments via Finance for external suppliers etc.
  • Monitor budget of the teams related to the people function initiatives

 

Event Co-ordination 

  • Source, order and distribute all apparel, desk drops, engagement give aways etc
  • Plan and compile an annual engagement calendar of initiatives
  • Book monthly engagement sessions in the Auditorium with links to the regions. Brief agreed speakers, guests, compile running order, liaise with Group facilities and work force planning etc
  • Drive and distribute all monthly campaigns to staff eg Breast Cancer awareness, women’s month etc
  • Coordinate departmental functions and events - Recognition & Year End Functions, Long Service Awards, Star Awards
  • Monthly birthday mailers and gift vouchers to staff
  • Organise MANCO events and EXCO strategic breakaways
  • Ad hoc
  • The person in this role may handle ad hoc functions and projects which is not limited to the above.

 

Personal Attributes and Skills

  • Energetic with a contagious sense of enthusiasm and optimism
  • Effective communicator (written and spoken)
  • Strong sense of confidentiality in dealing with people matters coupled with political savviness
  • Good negotiation skills
  • Builds a sense of belonging and a fun environment in the business
  • Problem solver and excellent attention to detail
  • Creative and passionate about event co-ordination
  • Ability to network and build strong relationships across the Group and externally

Desired Experience & Qualification

The following are essential requirements:
•5 years administration experience
5 years working experience as a PA to Senior Management/Executive
•Previous event co-ordination and or marketing experience
Matric Qualification
Good presentation skills - secretarial
Excellent communication with ability to deal with individuals at all levels
Excellent attention to detail
 

The following are advantageous requirements:
•Secretarial Diploma
•Previous experience within an events or marketing role
 

Employment Equity
The Company’s approved Employment Equity Plan and Targets will be considered as part of the recruitment process. As an Equal Opportunities employer, we actively encourage and welcome people with various disabilities to apply.



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