Assistant to Managing Executive

4 weeks ago

Cape Town, South Africa INTERCONNECT SYSTEMS Full time

**SUMMARY OF POSITION**

The Assistant to the ME is responsible for providing comprehensive support to the Managing Executive (ME) and the team. This dynamic position requires the ability to anticipate needs, enable productivity, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

**ROLES AND RESPONSIBILITIES**
- Completes a broad variety of administrative tasks
- Completing expense reports, ordering of material (local and overseas), arranging with head office payments to allocated budgets and invoices
- Preparing correspondence, presentations for tender, RFQ, RFP documents
- Work closely with the ME to keep him and the team them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the ME and the team updated.
- Anticipate ME needs in advance of meetings, conferences, etc.
- Coordinate all the team meetings and events and assist as needed, ensure technical set up where required with support from IT where required
- Provide a bridge for smooth communication between the ME, team, staff, and clients, demonstrating leadership to maintain credibility, trust, and support with the teams
- Complete projects by assigning work to appropriate team members, staff
- Manage ME information systems including hardware, software, and desktop support, through the logging of IT service calls timeously
- Diary Management: All relevant participants advised timeously of diary inputs and no scheduled conflicts; Review of diary requests prior to ensure that this is effectively in line with current events; Preparing and coordinating internal and external meetings
- Assist the Business Development team with the quarterly coordination of the Management meetings
- Prepare and follow up of KPA documentation, annual team leave schedule
- Provide hospitality to all guests and help to create a welcoming environment
- Answer internal/external phone line and respond to inquiries
- Invest in building long-lasting relationships both externally and internally
- Manage petty cash reimbursements and reconciliation
- Other projects/duties as assigned for the overall benefit of the organization
- Travel Booking Management
- Reconciliation of expenses and documentation of all travel engagements
- Manage and coordinate the annual department calendar schedule
- Scheduling of all meetings liaising with shareholders/stakeholders/clients and provide continual support to board members.
- Assist ME in the preparation of the ME’s presentation for Executive meetings and printing of executive packs
- Coordinate all team meetings and events and assist as needed, ensure technical set up where required with support from IT where required
- **Health, Safety, Quality and Environmental Responsibilities**:

- Report any deviations that could lead to an accident
- Participate in Safety Training to improve safety standards
- Report incidents and accidents before the end of a shift
- Adhere to the Company's Health and Safety policy and procedure
- Look after your own safety and that of other employees
- Ensure that the SHEQ Management System requirements are met towards customer, internal, ISO, regulatory / legal requirements.
- Manage and perform all internal processes, especially those that affect the quality of the Organization's products.
- Work with Customers, Colleagues and Contractors towards continual improvement of the Management system and report the need for improvement to Management.
- Keep up standards and regulations with respect to Products and Services
- **Any other reasonable duties and responsibilities in line with your capabilities and at the request of your Superior**

**JOB REQUIREMENTS**
- Diploma in Office Administration/Management or similar required
- Executive support experience with at least 3 - 5 years
- experience at this level.
- Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point) and Adobe Acrobat

**SKILLS AND ABILITIES**
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members and external parties
- Expert level written and verbal communication skills
- Demonstrated proactive approaches to problem-solving with strong decision-making capability
- Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
- Emotional maturity
- Highly resourceful team-player, with the ability to also be extremely effective independently
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
- Demonstrated ability to achieve high performance goals and meet dead

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