Executive Management Assistant

Based in Isando but travelling to various sites and regions will be required

Permanent position

EDUCATION AND EXPERIENCE 

The Incumbent should have a Degree in Business Administration/Civils/Construction/QS

High level of reading and writing literacy and numeric competence.

High level report writing

The individual must possess advanced level of computer skills with an emphasis on MS Projects, MS Office365 suite applications Word, Excel, Access, PowerPoint, and Teams environment.

Power BI, Power Platform/Apps etc. advantageous.

Minimum 5 years of experience as a Project/Executive Assistant or as Strategic Project Administrator is required.

Experience in mid-size group companies within industrial, construction or engineering service-related sectors advantageous.

Experience in managing small operative teams.

Vendor and SCM management experience

PURPOSE OF POSITION

The Executive Projects Administrator will assist the Managing Director with various Project/Administrative related tasks.

RESPONSIBILITIES

Act as a point of contact between executives, employees, clients, external and internal business partners. Including shareholder relationship management.

Manage and maintain director’s calendars and set up/ coordinate meetings and events.

Provide full responsibility coordination and project management function for appointments and events.

Coordinate all Board Meetings and monthly management meetings and other high-level meetings.

Compile, draft and communicate information for internal and external stakeholders at corporate level incl. Memos, emails, presentations etc.

Coordinate and manage internal projects on an ongoing basis; this shall include budget, planning cost control and execution, monitoring and controls.

Similarly, the incumbent will further expedite, source, analyse and manage integrated report data from various other personnel executing internal strategic projects.

Collate information and reports and present for executive consumption.

Take minutes during meetings as required.

Manage company travel. Incumbent shall be responsible for travel and accommodation function and arrangements for Directors and various senior personnel. This shall include cost allocation, reconciliation, and submission in a timeous manner.

Manage company overhead supply inventory. Refreshments, stationary, paper etc.

Screen and direct incoming and outgoing executive phone call and correspondences, memos etc.

Conceptualize, source, organize and manage company team building, executive and management strategic planning, Townhall and social events where necessary. The incumbent will be required to sit on social and events committees.

Administrate and maintain of company’s insurance.

Carry out specific strategic projects assigned by MD and FD and track and monitor those others of strategic interest.

Record, transcribe and distribute minutes of meetings. MANCO, EXCO, REMCO, SOCCO etc.

Prepare and maintain company organograms.

Maintain company registration documents.

Maintain company agreements register.

Document and archiving of important documents.

Screen, coordinate expedite documents for executive approval

Manage mobile communications contracts and devices

Collate and reconcile credit card and executive expenses

Direct or indirect reports may include office cleaning team, facilities management, driver’s and reception.

Source, procure and manage vendors and service providers in relevant areas of responsibility.

Deadlines driven