Executive Assistant Jobsat Wasteplan

JOB DESCRIPTION:

Job Summary
To provide an efficient and responsive administrative, organisational and logistical support function to the Executives, helping them to manage and prioritize their time. To ensure full administrative support, scheduling of diaries, minute taking, document construction and review and ensure that general Executive support is provided in all necessary and required areas

Responsibilities

Administrative assistance

  • Strategic objective / goal: maximise efficient administrative support to the Executives and helping them to manage and prioritize their time
  • Provide a high level of confidential service and administrative support to the Executives
  • Manage and maintain the Executive’s diaries
  • Schedule meetings with clients and / or service providers, direct reports and the committees and groups to which they are members
  • Ensure the guests meeting with the Executives are received hospitably
  • Filter general information, queries, phone calls and invitations to the Executive by redirecting or taking forward such contact as appropriate
  • Keep and maintain an accurate record of documents and correspondence
  • Prepare correspondence on behalf of the Executives, including the drafting of general replies
  • Preparation of reports as required for the Board, EXCO and reporting meetings
  • Compiling and timely submission of reports as requested
  • Responsible for all general assistance such as filing, scanning, copies, etc.
  • Coordinate and arrange travel and accommodation requirements and provide itinerary as required
  • Identifying system improvements and innovations that may result in more efficient and effective work processes
  • Carry out any other duties which may be required within the overall function of the job

Legal assistance

  • Strategic objective / goal: maintain compliance with policies, procedures and instructions for all legal processes and documentation
  • Manage the process and storage of various legal documents

Meeting administration

  • Strategic objective / goal: optimise planning to ensure productive meetings
  • Schedule and arrange all meetings as required
  • Make boardroom and conference call bookings as per procedures
  • Prepare agendas, attendance registers and minutes for meetings as required, and filing of these documents after meetings
  • Collate and distribute all documents ahead of the meetings
  • Ensure action points for the Executives are actioned on time and appropriate feedback is given to relevant parties

Human resources assistance

  • Provide required HR support to the Executive
  • Assist the Executive with the management of HR documents including, but not limited to, ensuring that all documents are in correct format, on correct letterheads, and that there is uniformity regarding utilization of such documents across all departments and regions
  • Schedule all policy committee meetings, take minutes and action amendments on policy documents as per the policy committee decisions
  • Ensure that new and updated policies are placed in the correct format on the applicable document before arranging for sign off of the policy

Requirements

  • Minimum Matric. A relevant Diploma or Degree will be advantageous
  • High proficiency in Microsoft Office is essential
  • Valid driver’s license and own reliable transport essential