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Career Opportunities Personal Assistant

Personal Assistant

Sasol invites qualifying candidate to apply to work as Personal Assistant. the post is located at Sandton, Gauteng

  • Value Chain Unit:     SHR: Group Operations
  • Primary Reporting:   VP HR Operations Southern Africa
  • Position Location:    Sandton, Gauteng
    Closing Date:  22 September 2017

Purpose of Job /Role Intent

To provide a day-to-day secretarial service to the VP HR SA Region and VP HR Group HR Operations Support.  To communicate at all levels internally and externally.  Rendering a professional typing service and  reception management.  Organising of meetings, functions, conferences, etc.  Visitors access control.  Accurate document management.  General office administration.  Handling of sensitive and confidential issues.  Excellent customer relationships.  High standard of integrity and build and use networks to resolve problems.

Minimum Qualifications and Experience required

  • Grade 12 and/or N3: 5 years relevant experience.
  • Relevant diploma will be advantegeous
  • At least 3 – 5 years secretarial experience in a Senior management environment
  • Computer literate (MS Outlook, MS Word, MS Excel, MS PowerPoint).
  • Sound knowledge and competent in SAP, Live link, travel management and visitors scheduling.

 

Key account-abilities Planning and co-ordination of meetings

  • Effectively manages the diaries/calendars of the VP’s and team (eg scheduling of meetings as agreed)
  • Effectively manages diaries, by ensuring the availability of key stakeholders and helps the VP’s to co-ordinate critical meetings within the required timelines
  • Effectively manages the daily operations of the VPs
  • Responds to all meeting invitations and ensures proper consultation with the relevant stakeholders
  • Pro-actively anticipates and responds to diary clashes and resolves conflicts
  • Book meeting rooms and organise access and parking for visitors
  • Arrange for the necessary catering and refreshment needs for meetings/sessions

Media (Email/Correspondence,  telephone, etc) and visitor support

  • Monitors the email and in-boxes for the VPs and provides necessary support based on the action that is required for eg urgent requests to be sent, queries to be handed over to relevant member of the team, meeting deadlines for submissions of all relevant documents
  • Receive and screen visitors and telephone calls, take messages, schedule appointments for VPs and/or management staff and provides information to callers
  • Performance a full range of secretarial assignments such as composing and typing routine letters, memoranda, reports and minutes of meetings
  • Project a professional company image through in-person and phone interaction (quality, cost effective service and support on time)
  • Assists in drafting of the agenda for internal and external meetings and ensures timely distribution to meeting attendees before the meetings take place.  Distribute to relevant stakeholders in time.
  • Plan and organise events such as conferences, annual events, monthly committee meetings and weekly team meetings
  • Creates, transcribes and distribute meeting agenda and minutes
  • Prioritise and negotiate organisational needs regarding meetings, timeframes and deadlines
  • Governance of all secretarial procedures, work instructions and typing rules
  • Attend meetings, take minutes and meeting notes

Administration Support

  • Works independently to manage and plan projects and executes on deliverables within timelines (good time management)
  • Provides an efficient and responsive administrative, organisational and logistical services to the VP’s and team
  • Assist VPs by helping them to manage and priorities their time and ensure that a high level of service is maintained
  • Plan and organize the workload and the initiatives to resolve issues quickly in an appropriate manner and cope with changing of priorities and needs to be flexible and adaptable
  • Maintain and prepare office records, reports and correspondence (office admin/management)
  • Utilise, reconcile and manipulate data for management reports from different internal and external sources (technology and equipment utilisation)
  • Apply and understand information in order to extrapolate key data (management of information flow)
  • Organise and store paperwork, documents and computer based information and comply with internal standards
  • Store and file documents for easy future access (create/develop new documentation) and maintain hard copies and an electronic filing system
  • Keep abreast of technological change and master new technology to be current
  • Compose, type and distribute meeting notes, routine correspondence and minutes (accurate information management)
  • Photocopy and print documents as and when requested/necessary
  • Manage and update on Share point all team and project related documentation

Travel Management

  • Identify and schedule appropriate venue, travel and accommodation arrangements (locally and internationally)
  • Manage the logistics of all venues, travel and accommodation requirements
  • Make the necessary passport arrangements, international visas, international drivers’ licenses, car hire, international roaming facilities, foreign currency allowances, if and when required

Stakeholder management and communication

  • Develop and maintain effective relationships with internal/external customers through oral and written communications
  • Keep self-informed on industry developments and understand sensitivities around competitors
  • Adapts the content, style and medium of communication to ensure appropriateness and to maximise understanding and impact amongst a wide range of audiences
  • Assist other Secretaries, Administrative employees on systems/processes, if and when needed
  • Effectively responds to internal stakeholder queries in a timely manner
  • Manages a number of requests and situations at one time

    Cost awareness and control

  • Report on faulty office equipment and assist in ordering furniture on leaders request
  • Order and maintain stationery and equipment timeously and keep the necessary records (PO/PR’s/Notifications/Requests)
  • Control stock of stationery/office supplies (awareness, focus and control of cost/budget)
  • Provide recommendations on improvement opportunities in the admin function for eg ways to save costs, increase efficiency, to save time, etc) taking rules and procedures into consideration
  • Assist with cost code control with regards to flowers and gratitude, invoices and payments
  • Assist with managing/maintaining budgets
  • Obtain appropriate use of equipment, facilities and materials needed to do certain work

 

Application Process

Apply Here

 

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