Executive Assistant to Head of Human Resources

Job Title: Executive Assistant to Head of Human Resources

Purpose of the Role: To provide support to HR Executive. This includes but is not limited to:

- Time and diary management
- Local and international travel
- Assist on various HR and OD projects and initiatives
- Resolving Employee Benefit queries and undertake related projects
- Communication (internal and external)
- Administrative support

The role requires confidentiality, proactiveness, efficiency, excellent communication and organisational skills as well as the provision of support in both a personal and professional capacity beyond normal office hours when needed.

The role also requires professional gatekeeping, being the first point of contact for internal and external stakeholders as well as providing back-up support to the HR Administrators as required.

Key Performance Areas

1 Time & Diary Management
- Manage diary, schedule meetings and travel arrangements
- Co-ordinate multiple internal and external meetings with ease and efficiency; involving complex scheduling, prioritizing and managing the Executive’s time efficiently amidst shifting priorities. Requires excellent communication and prioritization skills to re-adjust expectations of declined/deferred meeting requests.
- Acting as a liaison between executive, internal and external stakeholders.
- Discretion handling sensitive and confidential information.
- Able to adapt to different leadership styles and expectations.
- Independently manage complex executive calendar and commitments.
- Develop and implement office procedures to enhance efficiency
- Co-ordinating cross-departmental communication and collaboration.

2 Local and International travel arrangements
- Assess and plan travel requirements (local and international) ahead of time
- Regular liaison with Travel Agent, obtain quotes, best routing options on all flights, hotels, car hire, chauffeur transfers or other.
- Assess cost implications, and determine which route is best suited to be time-efficient for the Executive and her travel companions
- Selecting cost effective route
- Complex itineraries, flight check-ins and emergency support.
- Arrange private travel bookings and arrangements as required

3 Assist on various HR and OD projects and initiatives
- Capture and collate HR data for reporting
- Maintain the employee movements schedule for monthly submission to HR Executive
- Assist with HR/OD/EB preferred supplier list: negotiate and agree SLAs, communicate and implement changes
- Undertake research as required to obtain market-related data, or to contribute to a project or HR deliverable.

4 Employee Benefits
- Plan, coordinate and roll out annual Wellness Day
- Annual medical aid audit
- Liaise with EB partners to schedule EB MANCO meetings and other ad-hoc meetings
- Obtain quarterly reports from EB partners, analyse and interpret data/feedback - and provide same to HR Data, Projects, Reporting & Governance Officer
- Communicate monthly dates in advance to all employees, for when service providers will be on site e.g. nurse, EB Consultant, dietician
- Create excitement and drive greater employee engagement with EB partners
- Allocation of EB service providers’ invoices for approval and payment
- Completion and submission of all IOD claims - following up until resolved

5 Communication
- Meaningful interactions between employees and external stakeholders
- Communicate well at all levels, both internally and externally.
- Draft and proof-read correspondence on behalf of Executive
- Manage Group-wide communications on behalf of the Executive

6 Administrative support
- Assist executive to manage output, workflow and office deadlines.
- Draft, type and dispatch correspondence as directed.
- Develop and maintain Excel spreadsheets and electronic filing systems.
- Screen calls and answer queries where possible or re-direct to relevant person within the business.
- Deal with main board of directors and directors of group companies as required
- Undertake personal duties as requested.
- Collaboration within the EA and PA teams in the business, to ensure efficient meetings and workflow
- Secretary for HR meetings: schedule meetings, draft agendas, take minutes, follow up on matters outstanding, arrange catering if required
- Arrange and schedule HR team initiatives: team-buildings, strategy sessions etc.
- Capturing, reviewing. submitting and amending HR data for participation in various surveys
- Allocation of invoices for approval and payment

Knowledge
- Advanced MS packages (Word, Excel, PowerPoint, etc.).

Job Specific Skills
- Strong interpersonal and communication skills
- Excellent written and verbal communication skills.
- Above-average analytical skills
- Great attention to detail
- Strong planning and organizational skills, knowing when to prioritise and ensure optimal time management for the HR Executive
- Proactive problem solving is essential.
- Balancing professional assertiveness with approachability is key to