Job Description

Job Summary

Role purpose:

Provide secretarial and administrative support to Managing Executive in the Division. Assist in creating a high performing team by supporting the wider teams and ensuring team communication, activities and celebrations.

Key accountabilities and decision ownership:

• General office management
• Minute taking
• Manage the diary of the Managing Executive and assist with scheduling meetings as well as co-ordination of diary (all events and requests)
• Support the team with EVO administration, ensuring that purchase orders are raised timeously, purchases are within budget and suppliers are paid on time
• Ensure that all travel arrangements are timeously made for the Managing Executive as well as the Executive Heads of Divisions
• Co-ordinate workshop and event management
• Track all delegated tasks and work in progress emanating from the Office of the Managing Executive and EHOD's and report on work in progress
• Provide support on additional requirements which may emanate from the Managing Executive's and EHOD's
• Liaise with clients, suppliers, service providers and VIP guests.
• Organisational and administrational support including Office maintenance:
• Co-ordinate events, meetings conferences, seminars, workshops and management strategic workshops, for the ME of the Division and the Executive Heads
• Coordinate team building and conference activities.
• Co-ordinate travel arrangements and business itineraries for national and international Keep a complete, confidential and up to date record of all matters related to the Business area.
• Assist new personnel with obtaining necessary office equipment and management of stationery for division.
• Create and maintain an effective filing system.
• Responsible for office area maintenance
• Administration of company tools
• Ensure health and safety awareness and adherence in the office is adopted by the whole team
• Ensure all operational risks are up to date and are managed accordingly
• Relationship Management and Team Culture
• Maintain a close working relationship with other divisions
• Understands importance versus urgency of issue, and who needs to be addressed or informed
• Knows what should be confidential and demonstrates a high level of discretion appropriately
• Proactively suggest and lead activities to help build team culture and maintain work-life balance for all team members.

• Be the teams' champion for celebrating success and important personal and professional events.
• Understands the players who are important to the business and manages those relationships Budget and Reporting
• Ensure reconciliation of all spend for the ME and Executive Heads

Core competencies, knowledge and experience:

Competencies

• Excellent administration skills (essential)
• Excellent organisational skills (essential)
• Ability to pay attention to detail (critical)
• Interpersonal skills (critical)
• Oral and written communications skills (essential)
• Ability to maintain confidentiality at all times
• Ability to work under pressure and meet tight deadlines
• Ability to work independently
• Results orientated and self-motivated

Knowledge

• Microsoft Office - Word, Outlook, Excel, PowerPoint, Project, Internet (essential)
• IT/Telecommunications environment (advantageous)
• Office management (essential)
• Financial administration (beneficial)

Tower Group

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