PURPOSE OF THE POSITION:
To provide executive support to the Senior Leadership Team and ensure the smooth operation of the head office. Duties include administrative tasks, managing schedules, coordinating work permits, minute taking, travel & accommodation booking, and ensuring efficient day-to-day operations within the Head office.
QUALIFICATIONS & EXPERIENCE:
- Diploma in Office Management or Business Administration.
- At least 3-5 years of experience as an executive assistant or personal assistant to senior management.
- Drivers license
KEY ACCOUNTABILITIES:
- Welcome and receive visitors, clients, and guests.
- Provide administrative assistance to the senior leadership team, including managing calendars, scheduling meetings, and coordinating travel arrangements.
- Arrange and coordinate senior leadership team functions.
- Prepare and edit MD's brief, reports, documents, and presentations.
- Capture minutes during the senior leadership team and other senior management or board meetings, distribute minutes, and follow up on action items to ensure completion.
- Assist with the preparation of various reports and presentations.
- Drive the engagement platforms, such as MDs O&L Persona Forums and MDs Road Shows.
- Assist with public relations including media liaison, dissemination of information and arrangement of functions.
- Draft communication for business stakeholders for MDs approval.
- Order office supplies and replacements.
- Manage mail and courier services
- Manage the booking of the pool cars and boardrooms.
- Oversee the upkeep of the O&L Leisure Central Office building.
- Assist with the preparation and submission of work permit applications and renewals.
- Manage parking allocation.
- Administer MTC accounts for new and existing staff members.
- Create purchase orders and receive (MiGO) invoices on SAP.
- Supervise and coordinate the duties of the cleaner, ensuring cleanliness standards are met and tasks are completed efficiently.
SKILLS REQUIRED:
- Be Authentic
- Live the O&L Values
- Cause Alignment
- Take Bold Stands
- Lead Growth
- Deliver Extraordinary Results
- Inspire Innovation
Closing Date: 3 July 2024