Team Assistant
H&S Labour Brokers
Johannesburg, South Africa
4d ago
source : Job Placements

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

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.
  • Expense management.
  • 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
  • Requirements

  • Relevant Diploma (NQF level 6)
  • At least 2 years job-related experience supporting Exco and / or Management team
  • Administrative skills
  • 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

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