Personal Assistant to the Group Director

The main purpose of the role is to provide a professional and comprehensive personal assistance service to the Group Director of GRC, that includes critical business-orientated support as well as secretarial, administrative, personal support and dealing with strategically sensitive and confidential information. This role further entails providing certain support services to the Non-executive Directors (“NEDs”).

Responsibilities

• Provide an advanced, efficient, confidential administrative service to the Director including agenda coordination, document preparation, screening calls, office management, presentations, stationery etc.
• Effective management of Director’s email – high volumes and hence effective categorisation of emails, relevant filing and archiving and responding to general emails.
• Book and co-ordinate efficient local and international travel arrangements for the Director and the Non-executive Directors
• Conduct general housekeeping of Director’s office to facilitate a professional environment
• Management of Holdings Board processes for Company Secretary and attending to Non- Executive Director requirements in relation to the business
• Ensure effective and balanced diary management for the Director
• Assist in the coordination of central communication from the Director to the business unit to ensure that consistent, current messages are communicated.
• Staying abreast of all current GRC related activities within the business and as far as possible, related issues outside the company. This entails a level of research work.
• Interpret systemic impacts of business issues within the Director''s portfolio. Exercise judgment in selecting the most appropriate course of action to ensure issues are dealt with efficiently and effectively. Channel priority actions to accountable people.

• Deal with end-to-end problem resolution and anticipation of impacts by managing several different tasks simultaneously and prioritizing appropriately.
• Build effective relationships with all internal and external key stakeholders to gain an understanding of all stakeholders’ responsibilities and accountabilities. Relationship building will be a key function of this role.
• Prepare the attachment programmes and meeting agendas for Non-Executive Directors.
• Coordinate business unit events on request e.g., conferences and team building sessions,
• Maintain confidentiality and deal effectively with sensitive information at all times
• Effectively manage the relationship between Director and the Board, to ensure alignment and coordination of all key messages and communication with Board
• Ensure that the Board meetings and AGM logistics process is managed – this entails travel and accommodation bookings; catering arrangements and being on hand at meetings when required.
• Minute taking where required
• Assist with budget management
• Provide effective personal support services that assist the Director with time optimisation

Functional competencies

• Professionalism, excellent judgment, use of discretion and high levels of   confidentiality, prioritization and problem-solving abilities
• High initiative/self-starter
• Ability to effectively consolidate and sort information and documents
• Budgeting skills
• Excellent PC literacy skills
• Strong administrative and secretarial influence
• Exceptional customer service and conflict handling skills
• Analytical and formatting skills
• High stress tolerance levels and ability to multitask
• Ability to work and make decisions independently
• Ability to build strong relationships
• Ability to work flexible hours during board meeting months in particular

Minimum qualification

• 3-year Executive Secretarial diploma or other relevant/similar tertiary qualification

Experience required

• Minimum 5-8 years’ work experience in a similar role at executive level
• Dictaphone experience an added advantage
• Previous experience working with Non-executive Directors an added advantage

CLOSING DATE: 27 JUNE 2022 by 14h00.

For more information, please contact Pearl via or