OFFICE MANAGER: EXECUTIVE MANAGEMENT (Lichtenburg)

Location: Lichtenburg, North West Province, South Africa
Date Posted: 06-06-2018
The incumbent is responsible for coordinating all activities and requirements associated with the Executive Office through the application of administrative and secretarial procedures. The incumbent will be responsible for the management of the Executive Office, which include secretarial functions. The responsibilities include, but are not limited to:

RESPONSIBILITIES:
• communication, planning, prioritising and organisation of critical, confidential and important documentation, appointments, event/functions and meetings;
• arrange complex and detailed travel plans and itineraries, compile documents for travel-related meetings and accompany the Executive Members when requested (including travel outside of Lichtenburg as well as sleep out any time of the week);
• function as the central point of contact to answer, screen and transfer incoming calls, office visitors and correspondence;
• draft and edit correspondence, communication, memos, presentations and other documents on behalf of the Executive Members;
• management of the diary of the Executives Members, including scheduling of appointments, internal and external meetings and conferences, and ensuring timely resolution of calendar conflicts;
• managing the budget of the Executives and control of all procurement activities, including ordering of equipment, supplier invoice reconciliation, monitoring of service levels in line with signed contracts and reporting significant deviations;
• coordination of logistics and preparation of executive packs for meetings and other official engagements;
• act as main vehicle driver for the CEO and other Executive Members when needed;
• take minutes of action plans as per milestones agreed upon in operations meetings and one-on-one engagements between the CEO, Executive Members and teams; and
• timeous distribution of action matrixes, follow-up on deliverables with responsible parties and provide timeous and continuous feedback to the Executive regarding progress.

QUALIFICATIONS:
• Minimum business qualification at a NQF 6 Level Middle Management Program;
• BComm degree will count towards recommendation; and
• Project management qualification will be an advantage.

EXPERIENCE
• at least five (5) years’ personal assistance experience at an executive level;
• proficiency with Microsoft Office (Word, Excel at an advanced level, PowerPoint and Outlook);
• valid code B driver’s licence;
• Must be willing to travel extensively with the CEO, and other Executives as needed, which will result in being out of town regularly;
• good communication skills, strong pro-active problem solving, planning and good organisational and interpretation abilities;
• strict attention to detail, deadline orientated with well-developed integrity, discretion and honesty; and
• must be fully bilingual in Afrikaans and English.
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