Our client is currently seeking for a Team Assistant who will be responsible for providing personal assistance and administrative support to the Exco Head and their team.
Duties : Diary Management
Maintain the electronic diary of the Exco Head and management team by ensuring that meetings and events do not overlap.
Notify all partied timeously of appointment changes and identify urgent matters that need to be brought to management’s attention
Maintain a filing system
Maintain and update all records as per the appropriate procedure.
Record a clear paper trail for all correspondence.
Access information in a speedy and accurate manner, as required by Exco and management.
Ensure that sensitive documentations are handled in a confidential manner and in compliance with POPIA.
Provide administrative support to Executive and management team
Follow up any matters requiring a response form the Exco Head timely.
Act as communication liaison between Exco Head, employees and clients.
Prepare agenda for meetings, and take minutes during meetings reflecting complete and true record of the meeting.
Ensure relevant people receive management information e.g. copies of reports, presentations prior to and / or after the meeting.
Ensure a confidential environment is upheld at all times.
Attend to all administrative tasks in the office.
Assist with administrative duties for special projects.
Compose and bind documents (letters, memoranda, minutes, agendas, schedules, reports, etc).
Attend to the accurate and timely typing of correspondence.
Convey information by means of written documentation in an accurate, clear, concise and understandable manner.
Record messages accurately in terms of stipulated specifications, forwarding them in a timely manner.
Assist with planning and controlling of overall workflow in and out of the Exco member’s office.
Ensure timeous payment of all invoices on behalf of the Exco member and management team.
Keep abreast with the departmental climate and bring it to the attention of the Exco member for any relevant action.
Meeting and events management
Coordinate various events, arranging all logistics to achieve a success event this includes sourcing of venue, catering and mailing of invitations and sourcing corporate gifts.
Make logistical arrangements for visitors.
Participate in Team Administrator Forums as scheduled.
Convene various meetings and functions with internal and external stakeholders, notifying all parties within stipulated periods before the scheduled meeting
Management of travel arrangements
Liaise with Procurement department to schedule bookings of accommodation, flights and car hire.
Organize workable travel arrangements for the Exco member and management team, which take practicalities involved in both international and local travel into consideration.
Follow up on the timely submission and collection of relevant travel documentation such as passports and visas.
Process requisitions and purchase orders in accordance with standard procedure.
Acquire necessary signatures for authorization from relevant stakeholder
Relevant Diploma (NQF level 6)
At least 2 years job-related experience supporting Exco and / or Management team
Basic computer literacy
Knowledge of stock control
Knowledge of Pension Fund Policies, Procedures and Practices
Should you meet the above requirements, please upload your CV onto our website