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Senior Administrative Assistant/Committee Coordinator

3 months ago

Roodepoort, Gauteng, South Africa Dymaxa Recruitment Full time
Job Title: Senior Administrative Assistant/Committee Coordinator

Job Summary:

We are seeking a highly skilled and experienced Senior Administrative Assistant/Committee Coordinator to join our team at Dymaxa Recruitment. The successful candidate will provide exceptional administrative support to our General Secretary (CEO) and ensure the smooth management of her day-to-day affairs.

Key Responsibilities:
  • Provide full administrative and secretarial support to the General Secretary (CEO)
  • Manage sensitive and complex issues in a professional and objective manner
  • Take initiative as appropriate, especially in the General Secretary's (CEO) absence
  • Full minute-taking of all committee meetings within the Council, including Board Meetings
  • Arrange meetings and prepare meeting packs
  • Arrange flights and accommodation, as required
  • Coordinate Client, Stakeholder meetings as necessary
  • Ensure the registration of all Designated Agents with the Labour Department
  • Prepare Council meeting packs as scheduled in the annual calendar and ensure Stakeholders receive meeting packs two weeks prior to meetings
  • Send out reminders to staff to submit their information for meeting packs five days before the due date for sending out
  • Draft letters and other documents as requested by the General Secretary (CEO)
  • Handle courier and shipments of confidential documents from the General Secretary (CEO)
  • Engage travel agents to ensure the best and most affordable means of travel is utilized
  • Arrange all air tickets, accommodation, and car hire bookings prior to travel for the CEO/General Secretary and all meeting delegates
  • Order stationery for the CEO/General Secretary
  • Order and provide refreshments for meetings, as requested
  • Purchase ad hoc items as and when necessary
  • Ensure sufficient office supplies
  • Ensure the boardroom is booked for meetings, as required
  • Organise catering for company meetings and events, as required
  • Meet and greet all visitors of seniority and those with appointments with the General Secretary (CEO)
  • Ensure the General Secretary's (CEO's) office systems are maintained and functional
  • Ensure all filing of the General Secretary (CEO) is accurate and up to date
  • Constantly and consistently update all employee and management files
  • Ensure safe storage of all Bargaining Council confidential documents as handed by the General Secretary (CEO)
  • Full minute-taking function and compilation of minutes for all committee meetings, including Board meetings
  • Timeous completion and distribution of minutes to relevant parties (within five days of the meeting being held)
  • Preparation and distribution of all meeting packs, both manually and electronically
  • Developing the annual calendar for Council meetings and internal operational meetings
  • Arrange all travel and accommodation for Council colleagues
  • Perform a back-up function for logistical co-ordination and arrangements for travel for the General Secretary (CEO)
Requirements:
  • Education: Grade 12/Matric
  • Experience: Five years of related experience. Experience in an office environment and/or an administration diploma will be advantageous
  • Experience and/or diploma in Minute taking
  • Own transport and the availability to attend meetings in Johannesburg and occasionally in Pretoria, as scheduled
  • Must pay attention to detail
  • Excellent typing skills with speed and accuracy
  • Excellent minute-taking skills
  • Ability to enter data accurately and check and correct errors
  • Ability to prioritize tasks according to importance in a fast-paced environment
  • Multi-tasking capability without compromising on quality
  • Must be proficient in handling office equipment, including laptops, printers, photocopy machines, fax machines, etc.
  • Knowledge of Microsoft Office Applications, specifically MS Word, Excel, and PowerPoint
  • Willingness to work after hours as may be required by the operation of the business