Personal Assistant to GM

Recruiter:

MECS Africa

Job Ref:

CPT000288/RT

Date posted:

Monday, July 4, 2022

Location:

Johannesburg, South Africa

Salary:

R297 165 Annually

SUMMARY:
State owned energy concern would like to onboard a suitably qualified and experience Personal Assistant at their Head office in Sandton

JOB DESCRIPTION:

Purpose of the position

The purpose of this position is to facilitate the smooth functioning of the GMs’ office and to provide logistics support through the managing of information, scheduling, handling of enquiries, preparation of correspondence and other written reporting tasks.

Qualifications and minimum requirements

Post Matric qualification in Office Administration
5 years general Office Administration experience
3 years Office Manager experience will be an added advantage

Role Synopsis

Strategic Management

Responsible for the implementation of the day to day Strategic and Operational plans of the GMs’ offices
Gather and provided information in the development of Annual Operational Plans, Annual Performance Plans and reporting prescribed by the National Treasury Regulations and Guidelines.
Assist in the Implement effective and efficient Risk Management system within the operational space
Provide input in all divisional operational and business activities to ensure they produce the desired results and are consistent with the overall company strategy of the organisation.
Ensure operational procedures, policies and standards are followed.

Operations Management

Perform daily activities in accordance with the units operational plans
Ensure relevant systems are updated
Prepare general administration documents such as memo’s, letters, submissions, PowerPoint presentations, as required
Ensure filing of all documentation and proper record keeping (updated filing register)
Assist with the scheduling of meetings
Escort and monitor external contractors doing building maintenance and ensure adequate security of company premises is maintained
Responsible for managing the regional office switchboard in a professional manner and display exceptional telephone etiquette and ensure accurate messaging
Conduct routine inspections of the building, identify security risks and address appropriately
Manage key controls and assist employees who lost or
forget their office keys. Procure lost office keys if necessary
Plan and coordinate stationery and grocery requirements for the regional office
Ensure Board/meeting rooms are set up, clean and refreshments are available

Finance Management

Ensure effective cost containment while executing and rendering support services and remain within budget parameters
Collate information and update the budget spreadsheet to ensure expenditure is monitored reported on monthly

Governance, Risk Management and Management Reporting

Compliance with all company systems (performance management, HR, Finance, Stakeholder information, fund Management reporting is achieved
Adhere to all relevant policies and procedures during daily operations

Stakeholder Management

Develop and maintain effective relationships with key stakeholders - Liaise with all employees continuously ensuring that all personal files are updated

Quality Management

Ensure alignment of all work processes to the required quality standards.
Proactively identify continuous improvement strategies.
Monitor agreed quality initiatives ensuring that they are aligned to business processes and delivered as agreed.

People Management

KPA’s are understood and achieved as agreed upon in the Performance agreement
Review performance against agreed performance standards
Live the values and culture of company
Identify and implement development opportunities to ensure continuous improvement of work effectiveness and efficiency
Departmental Information systems and tools are optimally utilized to execute core tasks

NB! This job is now closed. You can apply for other jobs by uploading your CV.

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