Executive Assistant to General Manager

2 weeks ago

Sandton, South Africa Raid Risk Management Full time

REQUIREMENTS:

- English or Afrikaans speaking person, well groomed and professional
- Matric + secretarial certificate
- 3 years relevant experience
- Own reliable transport
- Strong MS Office skills
- Must be confidential, able to multitask and prioritize workload

RESPONSIBILITIES:
To assist General Manager and provide secretarial and administrative support
- **Strategic Planning**: Execute a comprehensive strategic plan for the department or area of responsibility, aligning it with the organization's overall mission and objectives.
- **Team Leadership**: Provide strong leadership to a team of managers and staff
- **Financial Management**: Track the budget for the department, ensuring efficient resource allocation and financial sustainability while maximizing revenue and minimizing costs.
- **Performance Management**: Set clear performance goals and expectations for the department, regularly review progress, and make adjustments as needed to achieve desired outcomes via KPI's and OKR's.
- **Stakeholder Relations**: Build and maintain strong relationships with internal and external stakeholders, partners, vendors, and regulatory authorities.
- **Policy and Process Development**: Establish and enforce policies, procedures, and best practices that enhance efficiency, compliance, and overall departmental effectiveness.
- **Innovation and Growth**: Identify opportunities for innovation, expansion, and growth within the department, staying abreast of industry trends and developments.
- **Risk Management**: Proactively identify and mitigate risks that may affect departmental operations or organizational objectives.
- **Quality Assurance**: Ensure the delivery of high-quality products, services, or outcomes in accordance with industry standards and customer expectations.
- **Reporting and Analysis**: Prepare regular reports on departmental performance, presenting findings and recommendations to senior leadership and the board of directors as needed.
- **Calendar Management**: Maintain and manage the director's schedule, coordinate appointments, meetings, and travel arrangements, and ensure efficient time management.
- **Document Management**: Organize, maintain, and archive documents, reports, and confidential information, ensuring easy accessibility and proper record-keeping.
- **Meeting Support**: Prepare meeting agendas, compile necessary documents, and take accurate minutes during meetings, distributing them to relevant parties afterward.
- **Travel Coordination**: Arrange travel plans, including flights, accommodations, and transportation, and provide the director with a well-organized itinerary.
- **Office Operations**: Oversee the day-to-day operations of the director's office, including ordering office supplies, managing expenses, and liaising with vendors.
- **Special Projects**: Assist in the coordination of special projects, research, and presentations as assigned by the director.
- **Prioritization**: Help the director prioritize tasks and projects, ensuring that critical deadlines are met.
- **Confidentiality**: Handle sensitive and confidential information with utmost discretion and maintain a high level of confidentiality.

Desired Skills:

- **Proficiency in Office Productivity Software**: Skilled in using office productivity software, such as Microsoft Office (Word, Excel, PowerPoint, Outlook), Google Workspace, or similar tools. These are essential for communication, data analysis, and report generation.
- **Data Analysis and Reporting**: Understanding data analysis tools like Microsoft Excel, data visualization tools like Tableau or Power BI, and basic statistical knowledge can be valuable for making data-driven decisions.
- **Project Management Software**: Familiarity with project management tools like Microsoft Project, Asana, Trello, or Jira can be essential for overseeing and tracking projects within the department.
- **Cybersecurity Awareness**: Directors should have a basic understanding of cybersecurity principles and practices to protect sensitive data and information.
- **ISO 9001 (Quality Management System)**: ISO 9001 is the most widely recognized standard for quality management systems (QMS). Understanding ISO 9001 helps organizations establish and maintain processes to ensure quality products and services, meet customer requirements, and continually improve.

**Desired Qualification Level**:

- Grade 12 / Matric
- Proven experience in a leadership role, preferably as a department head or manager with a track record of achieving results.
- Strong strategic thinking and planning skills, with the ability to translate vision into actionable plans.
- Excellent communication and interpersonal skills, with the ability to build and maintain relationships at all levels.
- Financial acumen and the ability to manage budgets effectively.
- Strong problem-solving and decision-making abilities.
- Demonstrated leadership and team management skills, including the ability to motivate and inspire a

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