Executive Assistant (MIDRAND)

Location: Gauteng, Midrand, South Africa
Date Posted: 16-05-2018
OUTPUT PROFILE 
  1. Purpose
Provide secretarial services and handle a wide range of administrative support to the ED and Line Managers to ensure effective and efficient operations of the office functions which require administrative and secretarial support.
Effectively plan and organise the ED’s diary and responsibilities and resolve issues quickly in an appropriate manner.
 
 
  1. Job Outputs
Key Performance Area Performance Outputs Performance
Measures
Personal Assistance
  • Perform diary management activities for the ED.
Accurate and updated records/entries.
  • Equip the ED with the relevant meeting support in the form of materials and/or arrangements.
Material available within timelines and arrangements.
According to meeting policy.
Office Administration
  • Arrange and organise Association, functional and/or project meetings, including relevant documentation, logistical and refreshments etc.
According to meeting requirements.
Within timelines.
  • Perform minute taking duties during meetings,  prepare minutes, decision logs, and matters arising activity log and distribution thereof including other supporting meeting documentation.
Accurate records.
According to timelines.
  • Assist in the distribution of newsletters and/or circulars to keep members informed of issues.
According to the target groups.
As and when required.
  • Perform reception duties which include being the alternative point of contact for incoming calls and direction thereof.
Stakeholder feedback.
According to standard.
Professional and friendly.
Operational Management
  • Assist with any other operational support required by the Executive Director and/or units.
Stakeholder feedback.
  • Provide input to the Executive Director on all aspects within a functional area.
Stakeholder feedback.
 
  • Compile and submit operational progress reviews/reports to ED.
Agreed format.
Monthly.
Member Management
  • Contribute to and or develop the contents of market surveys and analyses for purposes of member acquisition and overall member satisfaction with the company
Member retention and growth.
Survey findings.
Governance and Compliance
  • Sub-committees and /or project participation and delivery.
Committee and/or stakeholder feedback.
  • Adhere to, and ensure own compliance with Constitution, relevant policies, SOPs and contractual obligations.
Within policies and no warnings.
  • Adhere to and ensure compliance with relevant legislation, regulations, and guidelines as issued by Authorities.
Related to the role.
No legal contraventions.
Payments made on time.
Stakeholder Management
  • Engage with identified key internal and external stakeholders at all hierarchical levels.
Stakeholder feedback.
The quality level of engagements.
  • Provide sound support and input as required.
Stakeholder feedback.
  • Engage with the bureaus and refer matters to respective units to enhance value-add and reputation.
Resolved issues.
Stakeholder feedback.
 
 
 
  1. REQUIREMENTS PROFILE
 
  1. Qualifications
Type Area Importance
NQF Level 6 Diploma / Advance certificate   Office Administration / Personal Assistant   Essential  
NQF Level 7 3 year degree / Advanced diploma   Office Administration / Personal Assistant   Advantageous  
 
 
  1. Experience
Process/Place/Area Involvement Period Importance
Executive Assistant Operational 5year(s) Essential
 
  1. Competencies
Type Description
Drivers Licenses Code B;Motor vehicle licence  
Computer Literacy MS Office Intermediate
Behavioural Competencies Accountability
Analytical Thinking
Attention to detail
Communication
Conflict Management
Coordination
Customer/Member Service Orientation
Disciplined
Interpersonal and Relationship Building
Multi-tasking
Planning and Organising
Proactive Problem Solving
Resilience and tenacity
Responsibility
Self-motivated
Stress tolerance
Functional / Technical Competencies Financial Management
 
Craft messages for knowledge transfer and education of stakeholders
 
Minute taking skills
 
Understanding of applicable legislation
Knowledge of relevant financial systems and software
or
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