Senior Office Coordinator for Human Resources

3 days ago

Pretoria, Gauteng, South Africa Legal Aid South Africa Full time
Job Title: Senior Office Coordinator for Human Resources

We are seeking a highly skilled and experienced Senior Office Coordinator to join our team at Legal Aid South Africa.

About the Role:

The successful candidate will be responsible for providing administrative support to the HR Executive, managing their calendar, coordinating meetings and events, and ensuring the efficient functioning of the office.

Key Responsibilities:

  • Manage and coordinate the HR Executive's schedule, including scheduling meetings, appointments, and travel arrangements.
  • Prepare agendas, briefing materials, and presentations for meetings and events.
  • Act as the point of contact between the HR Executive and internal/external stakeholders.
  • Handle and prioritize correspondence, including emails, phone calls, and letters.

Administrative Management:

  • Maintain an organized filing system for documents and records.
  • Draft and proofread correspondence, reports, and presentations.
  • Coordinate logistics for meetings, conferences, and workshops.
  • Manage office supplies and ensure the efficient functioning of the HR Executive's office.

Confidentiality and Professionalism:

  • Handle sensitive information with utmost confidentiality and discretion.
  • Demonstrate professionalism in all interactions with stakeholders.

Project Coordination:

  • Assist the HR Executive in tracking and managing key HR projects.
  • Liaise with team members and departments to ensure deadlines and deliverables are met.
  • Provide support in compiling reports, data, and statistics for HR initiatives.

Relationship Management:

  • Foster and maintain professional relationships with internal and external stakeholders.
  • Act as a liaison between the HR Executive and other departments or organizations.

Requirements:

  • National Diploma or Bachelor's Degree in Office Administration, Business Administration, or related field.
  • At least five years of experience as a Personal Assistant or Executive Assistant, with two years supporting at an Executive level.
  • Proficiency in the MS Office Suite (Word, Excel, PowerPoint, Outlook).
  • Strong organizational and multitasking abilities.
  • Excellent written and verbal communication skills.
  • Strong interpersonal skills with a professional demeanor.
  • Ability to build and maintain relationships at all levels of the organization.
  • High level of integrity and confidentiality.
  • Attention to detail and accuracy.
  • Ability to work under pressure and manage competing priorities.
  • Able to create functional integration between the Office of the HRE and Executives.
  • Ability to implement best practices and work effectively with Executive Management.
  • Able to partner with Executive Management to support the achievement of strategic objectives through effective secretarial support processes.
  • Effective working relationship with the HRE and Executive Management.
  • Excellent analytical and organizational skills, business acumen, the ability to deal with ambiguity, meet demanding deadlines, and manage projects.
  • Consulting skills and a collaborative style are necessary for this position. Basic financial and people skills are necessary.
  • Experience that would assist the incumbent in driving a service excellence mindset and building relationships between the HRE and Executives.
  • Experience in strategic and business planning and monitoring and reporting.

Salary: R350,000 - R450,000 per annum

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