Administrative Assistant

2 weeks ago

Johannesburg, South Africa Affirmative Portfolios Full time

**Office Administration ~ Office Management**
**JHB North**
***:
**OUTLINE**

**ADMINISTRATIVE ASSISTANT**

**JOHANNESBURG NORTH**

**TEMP POSITION (TO START ASAP - 31 JULY 2023)**

**Job Title**:Administrative Assistant

**Business Unit**:Office of the CEO

**Reporting Line**:Committee Officer

**Reporting Structure**:
**Direct Reports**:

- None

**Relationships**:Internal
- EXCO
- Committee Officer
- Other Staff Members

External
- Service Providers
- Government Departments
- State Owned Entities
- Stakeholders and other role players

**Main Purpose of Job**:
**Key Responsibility Area Key Activities**

**Diary Management**
- Monitoring and booking meetings for the office of the CEO.
- Changing meetings as required
- Confirming meetings with meeting coordinator or attendees
- Prioritizing meetings
- Scheduling time in diaries for tasks of importance and any other activities

**Meetings Management**
- Sourcing and booking venues and meeting rooms
- Coordinating refreshments as and when required
- Ensure dietary requirements are accommodated
- Ensure required support tools are set up and working in the venues (e.g. data projectors, white board,
- flip chart and pens etc)
- Drafting, receiving approval and distribution of agendas, meeting documentation and
- minutes of meetings.
- Providing general meeting support as required.

**General Administration and Support**

To provide and carry out general administrative duties relating to the governance of the company,
- which may include but are not limited to:

- Projects arising from committee decisions.
- Providing support for projects and other work initiated by the CEO, Exco and Committee Officer.
- Recording and updating registers of attendees to Committee meetings.
- Updating Committee files and records inserting attendance registers, notifications, correspondence,
- and minutes in accordance with established referencing sequences.
- Sending reminders to Exco on Board and Sub-Committee meetings and agenda items to be
- considered in those meetings.
- Providing quality assurance for all reports submitted to the Board and Sub-Committees to ensure
- accuracy.
- Assist with coordination of meetings requirements such as refreshments etc.
- Assist with monitoring invoices and processing of invoices for payments.

**Qualifications & Experience**
- Grade 12 or similar qualification
- Office Management /Administration diploma is required.
- 1 year experience in similar work environment is preferred.
- Competent in MS Outlook,
- Excel intermediate, PowerPoint intermediate and Word intermediate
- Excellent proof reading and formatting skills (Word)
- Excellent verbal and written communication skills
- Highly organized and able to prioritise.
- Mature person that can multitask

**Competencies Required**

**Leadership Competencies Required Level**

Advocacy and Lobbying

Change Management
_ _

2

Developing Others

Delivery Leadership
_ _

2

Motivating

Organisational Awareness and Effectiveness

Organisational-Health View

People Management
_ _

2

Public and Private Partnering

Strategic Leadership

Strategic Planning and Annual Performance Planning
_ _

2

Team Leadership
_ _

2

Advocacy and Lobbying

Change Management
_ _

2

**Technical Competencies**

Contractor / Service Provider Management

Cost Benefit Analysis

Needs Analysis

Policy and Procedure Development and Implementation

Resource Management

Administration Support

Facilities and Office Management

Record Keeping and Storage

Scheduling and Coordination

Board Administration

Board Compliance

Governance

Data Analysis

Data Capture

Data Interpretation

Database Management

Data Storage and Protection

Accounting

Bookkeeping

Budgeting and Budget Management

Creditor Control

Financial Management

Discipline and Grievance

Organisational Design and Development

Performance Management

Skills Development

Talent Management

IT Architecture

IT Support

IT Systems Development and Design

IT Use

Business Modelling

Economic Analysis

Management Information Reporting

Urban Design and Planning

Audience Alignment

Brand Management

Environmental Responsiveness and Reputation Management

Event Management

Market Research and Analysis

Marketing and Communication Planning and Implementation

Public Affairs and Relations

Community and Stakeholder Analysis and Diagnosis

Community Facilitation

Programme Management

Project Feasibility

Project Financial Management

Project and Programme Financial Modelling

Project and Programme Fund Mobilisation

Project and Programme Influencing and oversight

Project Management

Project and Programme Scope Definition and Management

Research

Research Analysis

Research Design

Research Implementation

Research Output

Auditing

Evaluation

Legislative and Regulatory Awareness

Monitoring

Quality Control

Risk Mitigation and Management

Acquisition Management

Asset Management

Contract Management

Demand Management

Disposal Management

Logistics Management

**Ser

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