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Administrative Coordinator

2 months ago

Sandton, South Africa TalentCru Full time
Job Description

TalentCru is seeking a highly skilled and experienced Executive Assistant to provide top-notch administrative support to our team.

Key Responsibilities
  • Administrative Support: Provide secretarial and administrative support to the team, ensuring an efficient running of the department.
  • Coordination and Planning: Assist with planning and coordination of information to optimize workflow procedures and activities in the unit.
  • Point of Reference: Be the point of reference for all queries, requests, or issues and be an integral part of the department.
Qualifications
  • Matriculation: Hold a Matric qualification.
  • Relevant Diploma: Possess a relevant Diploma.
Skills and Knowledge
  • Administrative Experience: Have at least 2-5 years of proven secretarial and administration experience.
  • Travel Management: Experience in travel management systems and activities is preferred.
  • Computer Skills: Possess excellent computer skills and knowledge of office software packages, including MS Word, PowerPoint, Excel, and Outlook.
  • SAP Knowledge: Knowledge of SAP is an added advantage.
Key Performance Indicators
  • Financial Management: Process the department's expenditure and/or invoices.
  • Event Coordination: Assist with booking and registration of team members for training and networking events.
Internal/Operational Processes
  • Secretarial Support: Provide secretarial support and general administrative functions to the Head and team members.
  • Telephone Management: Receive, direct, and relay telephone messages and follow up with team members to ensure action.
  • General Administration: Provide general administration work, including typing, generating reports, presentation slides, scheduling appointments, and collating minutes.
  • Meeting Management: Arrange and manage meetings or events and supporting logistics.
  • Minute Taking: Take minutes and deliver finalized minute reports.
  • Diarizing: Manage the Head's diary.
  • Filing: Maintain the general filing system and file all correspondence, as well as maintaining electronic filing on Docupedia, the SharePoint, etc.
  • Travel Arrangements: Make travel arrangements and process claims for the Head and team members as required.
  • Equipment Maintenance: Facilitate maintenance of office equipment.
  • Stationery Requisition: Requisition stationery.
  • New Staff Onboarding: Facilitate the onboarding of new staff members joining the team.
  • Contact Lists: Maintain an updated contact list for the department.
  • Workflow Optimization: Provide administrative support to optimize workflow procedures in the office.
  • Team Cohesion: Assist with scheduling and arranging team cohesion and strategy events.
Customer Focus Stakeholder Management
  • Customer Service: Provide professional secretarial and administrative support.
  • Stakeholder Management: Provide an efficient customer service to both internal and external customers.
  • Relationship Building: Build and maintain relationships with stakeholders in the rest of the organization.
Learning, Leadership People Growth
  • Personal Development: Manage own development to enhance own competencies.
  • Knowledge Sharing: Participate in knowledge sharing in the team.
Technical/Functional Competencies
  • Initiative: Ability to use own initiative and function with minimal instruction.
  • Planning and Organization: Planning and organizational skills.
  • Attention to Detail: Attention to detail.
  • Liaison and Engagement: Ability to liaise and engage with internal and external clients.
  • Customer Service Skills: Customer service skills.
  • Computer Proficiency: Computer proficiency.
  • Minute Taking Skills: Minute taking skills.
  • Follow-Through Skills: Follow-through skills.
  • Administration and Telephone Skills: Administration and telephone skills.
Behavioural Competencies
  • Interpersonal Skills: Interpersonal skills.
  • Communication Skills: Communication skills (both written and verbal).
  • Self-Motivation: Self-motivated and self-driven.
  • Professionalism: Strong ethics, integrity, and high level of professionalism.
  • Confidentiality: Able to retain strict confidentiality.
  • Multi-Tasking: Ability to multi-task and thrive under work pressure.