Professional Assistant

3 weeks ago

Sandton, South Africa Discovery Ltd. Full time

**Business Unit**:Vitality RSA**Function**:Administration and Office Support**Date**:16-Mar-2023- Vitality RSA
Professional Assistant/Events Co-ordinator - Vitality People Team**About Discovery**
- Discovery’s core purpose is to make people healthier and to enhance and protect their lives. We seek out and invest in exceptional individuals who understand and support our core purpose, and whose own values align with those of Discovery. Our fast-paced and dynamic environment enables smart, self-driven people to be their best. As global thought leaders, Discovery is passionate about innovating in order to not only achieve financial success, but to ignite positive and meaningful change within our society.**About Discovery Vitality People**
- The Vitality People team are a business partner to the broader Vitality business based primarily in Sandton with representation in both the Eastern Cape (PE) as well as in the Western Cape.
- **The team is focussed on enabling the business to deliver on its strategic objectives through**:
- Attracting and retaining the best talent to help deliver superior performance
- Building and sustaining an inclusive culture through diversity, employment equity, inclusivity & psychological safety
- Helping to drive the transformation agenda as a business imperative
- Embedding a culture of wellbeing in the workplace through mental health initiatives (Continue to Thrive) and physical wellbeing initiatives.
- Support for leaders to lead optimally in a Hybrid World of Work incorporating flexibility and performance for our people
- Create an exceptional employee experience journey in Vitality through deliberate and thoughtful engagement initiatives - love and passion for what we do.
- Promote Learning, Development and Growth as a lever to both lifting the individual and the business
- The culture within the business can best be described as a family unit with shared passion for the Vitality impact on broader society and a deep sense of care and commitment to the teams. Our leaders are humble and genuinely invested in their people.**Key Purpose**

**The role of the PA/events co-ordinator requires an individual who is very people focussed, has excellent interpersonal skills and represents the Vitality People team both internally and externally. The incumbent must have high energy levels, be very passionate about engagement initiatives and event co-ordination and have the patience to deal with diverse group of stakeholders (staff, leaders, procurement, suppliers, marketing functions, external Vitality partners, Discovery Ambassadors, etc).**

**This role ideally suits a creative individual who can brainstorm ideas, writes well and is also able to support the Head of People with administrative duties from time to time.**

**Areas of responsibility may include but not limited to**

**_Secretarial - People Team_**
- Preparation of weekly HR minutes and agenda distribution etc
- Diary management for Head of People when required
- Scheduling meetings: Room bookings, set up, meet and greet of external visitors, interviewees
- Compiling presentations in a professional manner when required
- Reimbursements & travel bookings for team
- Software/hardware requests and approval
- All staff related procurement orders
- Process all payments via Finance for external suppliers etc.
- Monitor budget of the teams related to the people function initiatives

**_Event Co-ordination - Vitality RSA_**
- Source, order and distribute all Vitality apparel, desk drops, engagement give aways etc
- Plan and compile an annual engagement calendar of initiatives
- Book monthly engagement sessions in the Auditorium with links to the regions. Brief agreed speakers, guests, compile running order, liaise with Group facilities and work force planning etc
- Drive and distribute all Vitality monthly campaigns to staff eg Breast Cancer awareness, women’s month etc
- Coordinate departmental functions and events - Recognition & Year End Functions, Long Service Awards, Star Awards for the whole of Vitality
- Monthly birthday mailers and gift vouchers to staff
- Organise MANCO events and EXCO strategic breakaways

**_Ad hoc _**
- The person in this role may handle ad hoc functions and projects which is not limited to the above.

**Personal Attributes and Skills**
- Energetic with a contagious sense of enthusiasm and optimism
- Effective communicator (written and spoken)
- Strong sense of confidentiality in dealing with people matters coupled with political savviness
- Good negotiation skills
- Builds a sense of belonging and a fun environment in the business
- Problem solver and excellent attention to detail
- Creative and passionate about event co-ordination
- Ability to network and build strong relationships across the Group and externally

**Education; Knowledge and Experience**

**The following are essential requirements**:

- 5 years administration experience
- 5 years working experience as a PA to Senior Management/Executive

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