Executive Personal Assistant

4 months ago

Cape Town, South Africa Biovac Full time

**BIOVAC** is one of the leading sterile vaccine manufacturers rooted in Africa, with our core purpose being to "protect life". We are looking to hire a dynamic, passionate, confident, proactive, and meticulous Executive Personal Assistant/ Office Support Services Supervisor to join a goal-oriented team.

**QUALIFICATIONS NEEDED**:

- Accredited Secretarial, Business Administration and/ or Office Management diploma. Recognition is given to Prior learning and practical experience.

**NECESSARY EXPERIENCE & INDUSTRY KNOWLEDGE**:

- At least 4 years' experience in similar position within a medium to large size corporate organisation

**KEY DUTIES & RESPONSIBILITIES OF THE ROLE**:

- Provide full and reasonable support to the CEO and the Executive Team, through possessing decent understanding of the company's business plans and structures:

- Possess a good understanding of the structure, philosophy and direction of Biovac, so that this is apparent when representing the company, supporting the board and Exco teams and dealing with stakeholders and staff members.
- Sufficient knowledge of the roles of exco members and their teams, board members, their team members, and key external partners
- Conduct general administration to ensure the exco office is run efficiently:

- Develop and maintain the annual corporate calendar.
- Manage exco members business trips; work with all internal teams and external service providers to capture info in systems on behalf of exco members, ensure travel is booked as required, including flights, VISAs accommodation, forex, land transport visas etc. Provide their full itinerary for each trip, capture diary entries with time zones for relevant countries, and provide them with all documentation, travel tips, destination info, rules, VISA checks, lounge, and boarding passes etc. Ensure their travel is seamless and work with travel agent timeously to address/ eradicate travel hiccups as these occur throughout the travel periods.
- Look for practical and cost-effective ways to automate manual processes owned by the Exco office where possible and help the Exco members navigate through these optimally.
- Execute various admin tasks within reason as required by Exco for their personal and business interests and responsibilities.
- Work with internal teams to procure the exco teams office stationery, equipment, and supplies.
- Assist with exco office budget management and manage purchase orders and payments timeously.
- General Research and Corporate Function Coordination:

- Assist Exco with developing, distributing and planning for meetings and co-ordinate such meeting logistics.
- Assist with general corporate support services related research, user requirement specifications, proposal reviews, presentations, and service level agreements.
- Ensuring Biovac Executive Team builds effective relationships and complete end to end detailed coordination of visits:

- Co-ordinate management, staff, customer, partner, funder, international delegations, board, Board committee and other key stakeholder meeting schedules and logistics, including roadshows and webinars, as per the corporate calendar as well as ongoing requests as and when they arise.
- Ensure venues & catering are secured and agendas are developed by meeting hosts and share prior to the meeting and that requirements from all attendees are considered and handled timeously, including packs, presentations etc.
- Oversee Office Support Services within the company:

- Establish and maintain corporate services related policies, procedures, forms and budgets for the approval and ongoing review of Exco.
- Oversee the Office services support team, including Office Services Support co-ordinator and Receptionist and manage their activities in accordance with policies, procedures, and within budget.
- Conduct surveys to assess the office support services performance levels, as experienced by management and staff within the company and ensure service levels remain optimal and issues/ bottlenecks are addressed to ensure a good office experience.
- Develop User Requirement Specifications related to company support services vendor procurement, including PABX telephony system, office cleaning services, catering, stationery, office layout & stationery and corporate travelling both locally and abroad.
- Monitor the services rendered in accordance with service level agreements, and in accordance with the companys brand and values, with service providers and to liaise with procurement to ensure ineffective service delivery is addressed or vendors are replaced.
- Job Specific Experience required to succeed:

- Event co-ordination linked to delegate visits and business meetings.
- Intermediate to advanced Office 365 experience and SAP experience is an advantage.
- Key Generic Competencies required to succeed:

- Flexibility, adaptability, and change responsiveness are essential attributes.
- Able to remain calm, focussed, and resourceful, while under pressu

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