Divisional Assistant

3 weeks ago

Johannesburg, South Africa L'Oreal Full time

Takes responsibility for the administrative and organizational follow-up of a manager/team's activities.
- Takes care of all administrative and technical assistance: calendar management, reception of calls, organization of business travel, entering receipts for expenses, processing mail, preparing responses, orders for office equipment, DED setup, etc.
- Organizes and coordinates the manager's activities.
- Coordinates the arrival of new employees (transfer files, FIT course planning, IT and telephone requests, etc.).
- Puts together and maintains files and aids for internal and external meetings, and drafts reports.
- Gathers, communicates, and dispatches information throughout the team.
- Handles delicate and unexpected situations and facilitates the resolution of ongoing problems.
- If necessary, works in partnership and shares some of his/her assistantship activities with another assistant.

PROFESSIONAL & TECHNICAL COMPETENCIES

ORGANIZES/OPTIMIZES THE ACTIVITY OF THE MANAGER OR TEAM
- Handles the manager or team's calendars.
- Anticipates, takes the initiative, and handles priorities.
- Carries out all activities while displaying a sense of service, availability, and responsiveness.

SORTS, RE-PROCESSES, AND DISTRIBUTES INFORMATION
- Summarizes and analyzes important points in the responses made.
- Identifies useful documents and information within the department's sector and handles their distribution.
- Works alongside relevant networks to ensure smooth communication, while respecting rules on discretion and confidentiality.

HANDLES ADMINISTRATIVE ACTIVITIES
- Implements administrative tasks relevant to his/her area of activity and reports on it.
- Updates administrative and/or technical data (indicators and monitoring tools).
- Shows an awareness of and curiosity for his/her sector (vocabulary, rules, processes, network, etc.).

HANDLES PROJECTS ACCORDING TO DEPARTMENTAL ORGANIZATION
- Takes responsibility for all or part of a project
- Coordinates the advancement of projects with internal or external partners
- Handles contacts with participating parties according to the level of their contribution to the project

L'ORÉAL COMPETENCIES
- INNOVATOR
- STRATEGIST
- PEOPLE DEVELOPER
- INTEGRATOR
- ENTREPRENEUR
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