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Executive Administrative Assistant (Permanent)

14 March by Ntice Search

Job Location:
South Africa -Kwazulu-Natal -Mount Edgecombe
Salary:
ZAR/month

Our Client, the South African Sugar Association (SASA) has a permanent opportunity available for an Executive Administrative Assistant based in Mount Edgecombe

Reporting to the Executive Director, this position is tasked with providing a proficient secretarial, business and administrative support service to the Executive Director of the South African Sugar Association (SASA). The position will also provide secretarial and administrative support to the Chairperson and three Vice-Chairpersons of SASA

Duties and Responsibilities:

  • Administrative management and general day-to-day running of the Executive Office
  • Handling and/or editing all correspondence (emails, telephone calls, write ups, agreements, etc.) in a professional and efficient manner with appropriate follow up where necessary.
  • Agenda compilation for several high-level industry meetings, including weekly and monthly Steering Committee and Executive Committee Meetings,
  • Minute taking at executive level meetings, including weekly Steering Committees and committees mentioned above.
  • Personal diary management
  • Reservation of domestic and international travel arrangements and liaison with representatives of the travel industry on behalf of the company. Travel arrangements including:
  • Assistance with VISA applications and Travel Clinics where applicable
  • Registration and RSVPs for Conferences and Meetings prior to departure
  • Drafting; collating and preparing Travel Pack and Travel Itinerary
  • Arranging Forex and Travel Insurance
  • Flight Bookings (seat allocation; check-in; flight changes)
  • Vehicle Hire/Shuttle Hire
  • Accommodation Bookings
  • Organizing and coordinating all, management and general company meetings and ensuring that all relevant documentation is received and delivered timeously
  • Preparation and distribution of agendas, documents, briefing papers, reports and management packs
  • Preparation of electronic presentation documents, namely PowerPoint, Excel & Word
  • Maintain a secure, efficient, and accurate filing system (electronic or hardcopy as required)
  • Scheduling of appointments, booking of venues and facilitation of catering requirements for meetings
  • Event management - organizing/booking venues and arranging catering and refreshments where necessary.  Organizing client lunches and functions (e.g., booking venues, putting together menus according to dietary requirements etc.)
  • Administration related to budget, procurement, and processing of invoices
  • Management and updating of SharePoint - Enterprise content and document management - Managing Industry documents (agendas; minutes; reports; declarations of interest; codes of conduct; agreements; letters; etc.) stored and managed on SharePoint, a web-based collaborative platform that integrates with Microsoft Office
  • Management and updating of SharePoint - Intranet and Social Network - updating the industry intranet (site landing page) with internal communications, adverts and/or information.  Managing and updating the Industry Calendar and What's on Calendar on the Industry intranet (SAZISWA) with upcoming meetings, events etc
  • Managing the Consolidated Schedule of Committee Representation for the Industry:
  • liaise with associations regarding updates/changes to committee membership
  • update and upload the Consolidated Schedule of Committees to SharePoint
  • ensure all members have online access to agendas and minutes via SharePoint/SAZISWA;
  • Managing Industry Boardrooms:
  • Managing Online Boardroom bookings for Industry Boardrooms and Auditorium.
  • Liaising with Facilities Management regarding maintenance; repairs, updating honors boards; etc
  • Liaising with Information Systems (IT) regarding boardroom equipment maintenance; repairs etc
  • Liaising with the Canteen regarding any issues pertaining to catering for meetings
  • Managing the Industry Zoom Business Account - maintaining user information; user permissions; invoicing and payment; liaising with Zoom support with any queries; uploading and managing Industry Zoom meeting recordings from Cloud to SharePoint/SAZISWA for access by relevant committee secretary for minute typing
  • Managing and updating Industry Members list (Council and Committee members) on SharePoint/SAZISWA.  Ensuring all members contact details; relevant committees they serve on and access to relevant agendas and minutes for those committees are captured
  • Drafting; obtaining approval, implementing; loading onto intranet calendars and distributing the Industry Schedule of Meetings for the following year

Minimum Requirements:

Education and Experience:

  • Matric + 3-year qualification related to executive assistant functions
  • Must have a valid driver's license with own transport
  • Minimum 3 years in a similar role
  • The successful incumbent must be prepared to travel within the Southern African Development Community countries to support the Executive Director and must have a valid passport
  • A proven ability to ensure confidentiality of correspondence and information is important

Knowledge and Skills:

  • Enjoys task variety
  • Self- Management
  • Excellent Interpersonal skills
  • Organizational skills
  • Minute- Taking at Executive level.
  • Prioritizing tasks
  • Good Verbal and Written Communication skills
  • Computer Literacy - MS Word, Excel and PowerPoint
  • Proficiency in SharePoint would be advantage

Remuneration and Benefits:

  • Market Related

Important to Note:

SASA recognizes the need for employers in South Africa to contribute to transformation through active support for the provisions of the Employment Equity Act and Black Economic Empowerment legislation and recognizes the high level of unemployment in our country.  Accordingly, our first priority is the provision of employment opportunities to South African nationals.  Applications for employment by foreign nationals are considered only in the event that a comprehensive recruitment process has failed to result in the appointment of a suitable South African candidate.

 

 

 

 

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