Executive Assistant

**Purpose of the Job**: To efficiently support the Divisional GM by providing office management and administrative duties and through professional interaction, management and communication of confidential information with key internal and external stakeholders to ensure effective and smooth implementation and execution of Executive Management strategic goals and objectives at Engen **Who you are**: - You are a good communicator - You are able to build relationships with stakeholders - You have the ability to work under pressure - You are organized and task orientated - You have an understanding of diary management - You have a reputation for integrity and reliability - You can successfully hold crucial conversations - You have a high sense of service orientation - You have sound interpersonal skills - You execute tasks efficiently and at pace **What you have done**: Baseline: - NQF Level 6 - Diploma in Secretariat or equivalent - 3 years’ experience in an Admin or Secretariat role; - Exposure as an Admin or Secretary for Senior Management; - Proficiency is using MS Office - Exceptional problem-solving skills - SAP cost centre proficiency - Experience in travel management (international & domestic travel) - High degree of proficiency in taking minutes at senior management / executive level - CPC management Advantageous: - Secretarial experience in Senior Executive Management support. - Ability to work successfully in an ever-changing environment and navigate ambiguity. - Flexible to Travel **Exciting Challenges**: - Professional interaction and communication with customers and service providers - Co-ordination of activities such as travelling, (international) - Internal & external communication, - Diary management, - Payments to ensure adherence to corporate governance; - Effectively plan and co-ordinate Commercial related events internally and externally - Professional interaction and communication with customers and service providers **What you"ll be doing**: - Ensure management of all the GM's office requirements through the co-ordination of activities such as travelling, communication/correspondence, diary management, administration, budgeting, filing, payments to ensure smooth running and adherence to corporate governance within the Division - Effectively plan and co-ordinate all office events (internally and externally) by ensuring that the activities are as per GM Office requirements and to meet Divisional goals. To ensure availability and communication of accurate information through distribution of relevant reports as required by GM and Management Committee to ensure adherence to corporate governance within the Office - Plan, schedule and organize events and sessions between GM and subordinates or line managers within the divisions in line with Engen’s processes and procedures - Build and maintain internal & external stakeholder relationships through professional interaction and communication in order to ensure smooth run of the GM Office and Division. - Manage appointments, business visits and courtesy calls by reviewing, screening and prioritizing them based on Corporate and business protocols to ensure optimum time management and objectivity towards safeguarding Engen reputation and image - Review, analyze and plan the requirement and budget for office consumables by monitoring budget performance and variance analysis to ensure cost effectiveness. Monitor and administer item procurement and inventory by initiating purchase or material requisition, and verify payment invoices to ensure the delivery of items/services are in line with office requirement and budget **Location: Cape Town**: **Job Advert Closing Date**: All job adverts close five days after date posted **Engen’s approved Employment Equity plans and targets will be considered as part of the recruitment process.** **Important Information**: - The appointment will be made in line with Engen's Employment Equity Strategy. - Engen reserves the right not to make an appointment.