Team Admin Assistant

2 weeks ago

Centurion, Gauteng, South Africa Exxaro Recruitment Full time

Job Advert Summary:

PURPOSE:

  • To contribute to the overall effectiveness of one or more employees and provide support to team members by handling various tasks, ensuring that daytoday operations run smoothly and that administrative processes are efficient.
  • To handle routine administrative tasks and processes, such as managing calendars, scheduling meetings, preparing documents, and handling correspondence.
  • To play a key role in facilitating communication within the team and between team members and other departments.
  • To assist in organising events, managing project timelines, and helping team members meet deadlines.
  • To maintain accurate and organised records, ensuring that information is accessible when needed; this may include data capture, data analysis, managing databases, tracking expenses, and preparing reports.
  • To plan and organise logistics related to meetings, events, and travel; this may include scheduling, booking accommodations, and coordinating transportation for the team.
  • To act as a point of contact for team members, providing assistance and support as needed; this could involve helping new team members with onboarding or assisting existing members with inquiries and requests.
  • To handle unexpected challenges and resolve problems on behalf of the team; this may involve finding solutions to logístical issues, addressing administrative problems, or coordinating with other departments to resolve issues promptly.
  • To contribute to fostering a positive team culture by organising team
- building activities, social events, and maintaining a positive and inclusive work environment that strengthens team morale and collaboration.

MAJOR CHALLENGES:

  • Balancing workload and prioritising multiple tasks and competing demands.
  • Adapting to changes in schedules, tasks, or projects requires flexibility and the ability to manage unexpected situations effectively.
  • Maintaining a high level of discretion and confidentiality.
  • Navigating office dynamics and maintaining a positive team culture.
  • The specific duties of a Team Assistant may vary depending on the needs of the team or department.

Minimum Requirements:

QUALIFICATIONS:

  • Grade 12/Standard 10 English (Essential/Minimum and)
  • N Cert: Secretary Office Administration (Essential/Minimum)
  • Diploma Office Administration (Recommended/Desirable)

EXPERIENCE:

  • 23 years Proven experience in a secretarial or administrative role. Strong organisational, multitasking, and timemanagement skills. Excellent interpersonal and communication skills. Proficient in Microsoft Office Suite and other relevant software. Passionate about motivating and guiding a team. Attention to detail, critical thinking, and problemsolving skills. Ability to work independently and in a team environment. (Essential/Minimum) Operational

REQUIREMENTS:

  • Psychometric Assessment (Essential/Minimum)
  • Certificate of Fitness (Essential/Minimum)

Duties & Responsibilities:

Administrative and Support Services

  • Provide comprehensive administrative and support services to line manager and other team members within the department on a daily basis.
  • Manage and organise schedules, appointments, and meetings for line manager and team members.
  • Prepare and distribute agendas, take meeting minutes, and follow up on action items.

Budget Management

  • Assist in monitoring and managing the team's budget, including tracking expenses, processing invoices, and reporting to the appropriate stakeholders.

Communication and Cross Functional Coordination

  • Act as a point of contact for internal and external stakeholders, fostering effective communication and collaboration.
  • Collaborate with other teams to support crossfunctional projects and initiatives.

Compliance, Governance and Assurance

  • Comply with applicable processes, procedures, statutory laws and Regulations.
  • Ensure document control systems/database processes/procedure are in accordance with procedural standards and regulatory reporting requirements.
  • Ensure level of authorisations are applied within applicable processes.

Data and Document Management

  • Maintain and organise important documents, presentations, and reports in both physical and digital formats.
  • Implement document version control and ensure the security and confidentiality of sensitive information.
  • Support the development, implementation and change management requirements for new information management systems and processes within the team.

Event Planning and Coordination

  • Plan and coordinate team meetings, workshops, special events and roadshows, including logistics, catering, and necessary materials.
  • Collaborate with other departments to execute team events.

Facilities and Office Management

  • Oversee office space organisation and maintenance, ensuring a clean and productive workspace.
  • Manage office supplies and equipment, coordinating with vendors for replenishment and m

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