Team Assistant

Our client is currently seeking for a Team Assistant who will be responsible for providing personal assistance and administrative support to the Exco Head and their team.

Duties:

Diary Management

• Maintain the electronic diary of the Exco Head and management team by ensuring that meetings and events do not overlap.
• Notify all partied timeously of appointment changes and identify urgent matters that need to be brought to management’s attention

Maintain a filing system

• Maintain and update all records as per the appropriate procedure.
• Record a clear paper trail for all correspondence.
• Access information in a speedy and accurate manner, as required by Exco and management.
• Ensure that sensitive documentations are handled in a confidential manner and in compliance with POPIA.

Provide administrative support to Executive and management team

• Follow up any matters requiring a response form the Exco Head timely.
• Act as communication liaison between Exco Head, employees and clients.
• Prepare agenda for meetings, and take minutes during meetings reflecting complete and true record of the meeting.
• Ensure relevant people receive management information e.g. copies of reports, presentations prior to and/or after the meeting.
• Ensure a confidential environment is upheld at all times.
• Attend to all administrative tasks in the office.
• Assist with administrative duties for special projects.
• Compose and bind documents (letters, memoranda, minutes, agendas, schedules, reports, etc).
• Attend to the accurate and timely typing of correspondence.
• Convey information by means of written documentation in an accurate, clear, concise and understandable manner.
• Record messages accurately in terms of stipulated specifications, forwarding them in a timely manner.
• Assist with planning and controlling of overall workflow in and out of the Exco member’s office.
• Ensure timeous payment of all invoices on behalf of the Exco member and management team.
• Expense management.
• Keep abreast with the departmental climate and bring it to the attention of the Exco member for any relevant action.

Meeting and events management

• Coordinate various events, arranging all logistics to achieve a success event this includes sourcing of venue, catering and mailing of invitations and sourcing corporate gifts.
• Make logistical arrangements for visitors.
• Participate in Team Administrator Forums as scheduled.
• Convene various meetings and functions with internal and external stakeholders, notifying all parties within stipulated periods before the scheduled meeting

Management of travel arrangements

• Liaise with Procurement department to schedule bookings of accommodation, flights and car hire.
• Organize workable travel arrangements for the Exco member and management team, which take practicalities involved in both international and local travel into consideration.
• Follow up on the timely submission and collection of relevant travel documentation such as passports and visas.
• Process requisitions and purchase orders in accordance with standard procedure.
• Acquire necessary signatures for authorization from relevant stakeholder

Requirements

• Relevant Diploma (NQF level 6)
• At least 2 years job-related experience – supporting Exco and/or Management team
• Administrative skills
• Basic computer literacy
• Knowledge of stock control
• Knowledge of Pension Fund Policies, Procedures and Practices

Should you meet the above requirements, please upload your CV onto our website [CV’S VIA EMAIL WILL NOT BE CONSIDERED]

Shortlisted candidates will be required to go through background screening

Should you not hear from us within 2 weeks, please consider your application unsuccessful.