Site Administrator
1 week ago
MAIN JOB PURPOSE:
Supporting the Site and the Site Director (SUD) and supporting the day
- to
- day effective management of their portfolios.
JOB SUMMARY:
- Manages the SUD’s calendars: meetings, travel schedules, leave dates
- Coordinates meeting and conference schedules, venues, teleconference, presentation equipment, and other meeting requirements including food/ refreshment across the site
- Arranges travel bookings, hotel, transportation, visas for the team and coordinates with any external parties as required for the same, including travel agents, hotels, transport services
- Facilitates cash advances, reimbursements, expense reports for the SUD and site team members
- Liaises with other team Secretaries for administrative coordination for requirements by the Unilever company
- Collects, Compiles and Organizes Presentation and Meeting Materials for the SUD
- Supports individual administrative requirements of site team members.
- Performs general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing
- Manage Stationery requirements for team members
- Maintain favorable relationship with Media Owners and Media Agency in order to assist in deliverables
- Building and managing key relationships with internal and external stakeholders
- Adhoc projects - Annual departmental project / function work may be required e.g. Plan Year end functions
KEY REQUIREMENTS:
- Grade 12/ Matric
- 2 - 5 years secretarial background preferably within FMCG
- 2 - 3 years of admin related experience
- Expert Tele-conferencing and Video-conferencing support
- Proven ability to organize seminars/ workshops/ webinars with attendees from across the region/ global; creating site newsletters and to provide support to the Site Director with regards to traveling, remotely
- Minute taking and correspondence of relevant meetings
- Essential personality traits include: expressive, energetic, interactive, self-motivated, IT literate, must be able to prioritize, highly organized and good interpersonal skills, committed, professional
- Building and managing key relationships with internal and external stakeholders
- Excellent communication skills - verbal and written
- Advanced in MS Office Suite
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