Job Description

The Support Specialist II is dedicated to delivering operational and administrative services that enhance the effective functioning of the Executive Office. This role involves implementing improvements to operational and administrative processes and ensuring that the Executive Office achieves its strategic objectives. Key responsibilities include analysing workflows, developing project coordination strategies, and optimising office operations. The ideal candidate will evaluate current processes, implement best practices, and research new approaches to enhance effectiveness within the Executive Office.Job Advert Details
Job Category Finance
Job ObjectivesEvents Coordination:

• Lead the planning and execution of large-scale events, such as conferences or corporate retreats.
• Develop strategic event plans, including timelines, resources, and contingency plans.
• Manage a team of support staff and volunteers, providing training and guidance.
• Conduct post-event evaluations to assess outcomes and identify areas for improvement.
• Foster relationships with key stakeholders and sponsors to enhance event success.

Stakeholder Engagement:

• Welcome clients and visitors with professionalism and attend to all calls promptly.
• Establish good relationships with teams, internal and external stakeholders to uphold office efficiency and effectiveness.
• Serve as the primary liaison between internal and external teams, clients, and vendors, ensuringtimely and efficient handling of queries and requests.
• Facilitate the seamless exchange of information among stakeholders.
• Offer comprehensive administrative support to the leadership group and their teams to promoteeffective and efficient operations within the organisation.

Communication Facilitation:

• Prepare and maintain attendance records, minutes, agendas, and other meeting content and datafor presentation.
• Provide assistance to Senior Managers with diary management.

Document Management:

• Categorise documentation based on relevance and accessibility.
• Review existing document management systems to ensure compliance and efficiency.
• Maintain organised records to support easy retrieval and reference.
• Optimise documentation processes to streamline information flow.

Project Management:

• Monitor project timelines and deliverables to ensure adherence to schedules.
• Resolve any issues or obstacles that arise during project execution.

Process Improvement:

• Proactively plan and execute the efficient running of the office to ensure a well-maintained officeenvironment that meets the requirements of the team.
• Co-ordinate all administrative tasks for onboarding and termination of team members.
• Process invoices, raise Purchase Orders (POs), and follow up on payments where required.
• Maintain records of payments and financial activities and support with the compilation of financial reporting.

Strategic Planning Support:

• Compile and capture data for monthly and quarterly reporting purposes.
• Undertake research as requested by General Manager direct reports.
• Coordinate and support the identification and execution roll-out of improvement projects.

Qualifications

• Degree or Diploma in Office Management or a related field - (essential).

Experience

• 2-4 years experience in supporting and executive role with a good understanding of project services.

Knowledge and Skills

• Strong proficiency in MS Office including Word, Excel, PowerPoint, Teams and Outlook - (essential).
• Experience in a retail or FMCG environment (desired).

Shoprite Holdings