Business Support Specialist (Personal Assistant)

SUMMARY:
We are looking for Business Support Specialist who will deal with all personal assistant related duties for a Multinational company based in the Fourways area in Johannesburg on a Hybrid work model.

POSITION INFO:
We are looking for a snr resource that is disciplined, good with details, articulate and able to be assertive around deadlines. Confidentiality and ethical behaviour is key to this role due to the exposure of strategy, customer and employee information. Able to work irregular hours occasionally due to the time zones and multitask with the various markets

Summary:

• The Business Support Specialist position will be responsible for overseeing, assisting and coordinating the VP and GM’s strategic and day to day activities. This is a critical administrative role that will handle day to day administrative tasks and provide a supportive role to the VP and GM including supporting the 5 markets reporting to the VP and GM (SA, Bangladesh, Philippines, Burkina Faso and Niger).
• The incumbent will work closely with the VP and GM to ensure effective coordination and follow up all actions, projects and initiatives arising from the VP and GM’s office. The incumbent is required to work in a pro-active manner to ensure follow through on these initiatives and will be instrumental in providing feedback and drive actions in this regard.
• The role holder will manage business and travel arrangements, coordinate meetings, manage calendars, manage guests, assist in the preparation of presentations, preparing and editing documents, and various other administrative duties. The incumbent must have the ability to handle and protect confidential information with the highest level of discretion.

1. Diploma in Office Management or Executive Assistant
2. 4 + years administrative experience at a senior level.
3. Project Management knowledge and experience is an added advantage

• Superior customer service skills and professional manner.
  Maintains confidentiality and uses a high degree of discretion.
• Able to multitask
• Ability to meet and keep deadlines
• Self-motivated, able to work in a team and independently on multiple projects in a fast-paced environment
• Excellent computer skills including Microsoft Office suite and document management systems
• Strong relationship-development skills resulting in long term mutually beneficial client relationships.
• Strong organization, planning and project management skills; ability to prioritize tasks for both self and team to meet business requirements and deadlines.
• Ability to prioritize tasks for both self and team to meet business requirements and deadlines.
• Excellent commination skills both in writing and orally
• Excellent report writing skills
• Strong attention to detail
• Ability to effectively manage a project from beginning to end. Strong leadership skills
• Ability to work in a time-sensitive and high-volume environment

Strategy Support

• Support the VP and GM in integrating Asia and Africa teams across the 5 markets under the One Team One Vision Strategy
• Performs, leads and coordinates a variety of administrative support activities for the VP and GM such as composing replies to correspondence (both directed and on own initiative), summarizing reports and information to facilitate review by others, and investigating, evaluating and resolving problems within scope of position.
• Provides a high level of tactical support for the implementation of key strategic business initiatives.
• Drives follow up with regards to execution of action items and priorities from meeting outcomes.
• Develop innovative ways to maintain communication between leadership and staff.
• Own and continuously improve company operating cadence such as planning, coordinating and leading executive meetings, board meetings and leadership offsites.
  Research, summarize and analyze information including but not limited to special and recurring reports containing specialized or sensitive information, following VP and GM’s general direction, and selecting relevant information from a variety of sources.
• Lead and coordinate the agenda for all Senior management team meetings, and all staff meetings and townhalls (in person and virtual).
• Take notes and distribute Exco meeting minutes, agendas, and logistical requirements.
• Coordinate and support in Board Meeting preparations by ensuring presentations/documents are sent in advance, timelines are duly followed, and objectives are achieved.
• Lead and coordinate the VP and GM’s sustainability / philanthropy projects.

• Plan and manage the VP and GM’s calendar and set up appointments as required i.e. Meeting, conferences, interviews.
• Manage correspondence and emails requests.
• Drafting invitations and outgoing correspondence to be delivered outside the company.
• Plan VP and GM’s business events (team builds, staff meetings, offsite leadership gatherings, etc) as required.
• Completes a broad variety of administrative tasks for the VP and GM including managing billing, invoices, expenses report, meal plans, transportation and purchase orders.
• Responsible for online record keeping and reviewing the filling system of the department to ensure confidentiality and avoid documents misplacement.
• Coordinate all business documents that require sign off by Executive Heads.
• Occasionally project manage certain activities or events.
• Provide adhoc administrative support to the direct reports of the VP and GM, including the Regional Chief of Staff as required.

Business Travel Coordination

• Arrange and coordinate all travel itineraries for employees travelling on business trips as well as guests visiting the South African branch, through approved travel agents and process payment documents.
• This is including but not limited to airline and hotel accommodations, business luncheons, dinner engagements, meeting accommodations, transportation and prepares background materials needed.