Personal Assistant: Managing Director Job Job Details | O&L

Why O&L exists:

Creating a future, enhancing life.

Why this Personal Assistant to the MD position exists:

To manage the office of the Managing Director and all it's associated communications by providing and facilitating administrative functions and day to day public relation requirements to ensure effective and efficient functioning of the MD's office.

KEY FOCUS AREAS:

Administrative and Support Functions -

• Act as the initial point of contact assessing priorities and re-directing calls, enquiries and requests as necessary.
• Promotes good public relations of MD's office and administer and promotes Corporate Identity.
• Prepare and serve refreshments.
• Manage the Director's diary and appointments, ensuring effective use of time and preparation of papers and information in advance.
• Prepare and/or draft correspondence for the Director, as required: letters and emails, edit documents in preparation of presentations and compilation of board reports.
• Prepares records such as agenda, notices, minutes and resolutions for corporate meetings.
• Liaise with head office with respect to Corporate Social Investment activities.
• Handle sponsorship requests and all Corporate Social Responsibility related activities.
• Administrative support to the rest of Senior Leadership Team.
• Administer and coordinate meetings between the MD's office and other departments as well as stakeholders.
• Coordinate combining of information and action tracker sheets cross departmental.
• Accountable for internal business communication e.g. Internal News Letters, MDs Brief and O&L Whats-On Newsletter.
• Plan, schedule and organise special events.
• Coordination and maintenance of events calendar.
• Assist QA Manager in administration of policies and procedures.
• Collaborate with facilities and IT teams to address any infrastructure or technology-related needs.
• Attends to all internal and external queries directed to the Managing Director's office.
• Coordinate between Brand X and Kraatz.

Office Management -

• Oversee office facilities, including workspace layout and upgrades / renovations.
• Monitor and manage office budget, including expenses related to supplies.
• Manage office supplies and equipment procurement, ensuring adequate stock levels.
• Develop and implement office policies and procedures to ensure organizational efficiency.

Orgainising of Work Visas/Permits/Travel Documentation for Employees -

• Prepare and arrange for work visas / permits / passports for Kraatz employees.
• Communicate and coordinate with agency for completion of visas / permits / passports

Administer Travel and Accommodation for International and Domestic SLT Engagements -

• Liase with Travel Agents and make relevant flight, car and accommodation booking for business trips.
• Administer travel and accommodation arrangements for Senior Management as per company policy.
• Ensure all relevant documentation is in order before the commencement of a business trip.

Process Purchase Requisitions on SAP -

• Receive quotations and ensure it is signed before processing.
• Process PR's & PO on SAP.

Supervisory Duties -

• Supervise the Cleaner and Receptionist and ensure that he/she completes all tasks according to standard.
• Give clear instructions to the Cleaner on how to execute all cleaning duties expected.
• Approve leave applications of subordinates.

General and Ad Hoc Duties -

• Keep confidential documents and trade secrets of the Company secure.
• Relief and assist in all areas during periods of absence or crisis.
• Attend to any reasonable request made by Leadership Teamand Group Leadership Team.
• Report, and where possible handle, cases of accident, fire, theft, loss, damage, or contravention of regulations.
• Attend meetings, training courses, workshops or seminars as required.
• Adhere to Company policies and procedures and maintain Company standards.
• Live the O&L Values and Persona.

Minimum requirements:

• Gr 12 plus a Higher Certificate.
• Min 3 years' experience in a similar role.
• Proficiency in MS Office.

Advantageous:

• Proficiency in SAP.

PLEASE NOTE:

This position is subject to a pre-employment screening and vetting process, and by applying for this position, Applicants acknowledge that they are aware that the Company reserves the right to carry out screening / pre-employment vetting of all shortlisted Applicants. Certificate of Conduct issued by the Namibian Police (not older than 6 months) will be required from shortlisted Applicants. Therefore, upon such notification, please make such an application with NAMPOL proactively if you do not have such a document at hand.