Executive Personal Assistant
1 week ago
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MINIMUM REQUIREMENTS:
- An Administrative qualification at an NQF level 6
- Proficiency in MS suite
- At least five years of relevant personal assistant experience at an executive level.
- Good understanding of HR analytics
- Proficiency in report writing
KEY RESPONSIBILITIES:
Executive Support
- Work closely and effectively with the CHRO to keep him/her well informed of upcoming commitments and responsibilities, following up proactively and appropriately.
- Act as the conduit between the CHRO and internal/ external stakeholders.
- Ensure professionalism, privacy and high confidentiality in handling all matters in the CHRO's office.
- Serve as the primary point of contact for internal/ external stakeholders on all matters pertaining to the CHRO, including those of highly confidential and critical nature.
- Prioritise and determine appropriate course of action, referral, and responses, exercising judgment to reflect CHRO's style and SANRAL policy.
Administration and office management
- Proactively support the CHRO of the respective function with matters within their scope of work.
- Responsible for filing and documentation management for the CHRO and the respective function as required.
- Process incoming documents by prioritisation and distribute to the relevant party accordingly (e.g. memorandums, claims, authorisations) amongst other related responsibilities for the CHRO and the division.
- Type and draft correspondences such as memo's and letters amongst others when required
- Ensure timely and quality submissions of reports to the Office of the CEO/Board Committees
- Complete a broad variety of administrative tasks that facilitate the CHRO's ability to effectively lead the Division, including assisting with special projects; designing and producing complex documents, reports and presentations; collating and preparing information for meetings with Management, staff and external stakeholders; composing and preparing correspondence
Co-ordination / Meetings
- Co-ordinate all travel requirements within the respective function.
- Co-ordinate and maintain calendar and schedule of the CHRO regarding meetings, deadlines, reports and other duties.
- Prioritise inquiries and requests, while trouble shooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
- Co-ordinate activities between functional leadership and direct reports.
- Co-ordinate facilities-related requirements for the team i.e. arrangement of laptops, access cards etc.
- Organise internal and external meetings on behalf of the CHRO ensuring all necessary requirements are made e.g., meeting venue, presentations, agenda etc.
- Responsible for accurate and complete minute-taking and timely distribution thereof, including management of action points.
Compliance & stakeholder liaison
- Ensure compliance of submission dates to relevant structures.
- Ensure liaison of respective function with other functions within SANRAL as well as external stakeholders.
- Attend to general enquires from external stakeholders within the respective function.
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