Overall Purpose of the Job:

The purpose of this role is to handle administrative and executive support-related tasks, work independently with little supervision to free up time for the Properties Executive to focus on managing and achieving business objectives. This position requires a resourceful individual who possesses high-level problem-solving skills, comfortable working in a fast-paced environment, is exceptionally detail focused. Provide secretarial, report writing and administrative support to the Executive.

Detailed Description:

Secretarial:

• Ensure the Executive’s diary (electronic and hardcopy) is optimally managed for internal and external responsibilities and duties.
• Assists with diary management for the properties project team.
• Liaise with internal and external parties to coordinate various meetings.
• Schedule meetings for the Properties Executive to meet with direct reports and their teams at intervals as agreed.
• Provides confidential secretarial support to the Properties Executive
• Recording and typing agendas, minutes, memos, letters, reports and presentations for the Properties Executive when required.
• Responsible for answering, scanning and re-routing of telephone calls as well as setting up of telephone or video conferences.
• Books venues for meetings and organises refreshments
• Ensures database with contacts, making sure telephone numbers and e-mail addresses is established and maintained.
• Support the Properties Executive with compliance to company policies and ensure that they are kept abreast of policy changes.
• Scout and maintain an awareness of the Group Properties and functional environments related to the Properties Executive portfolio and advise them of information and or matters of interest such as conferences, seminars etc.
• Cost Centre and budget monitoring and alert the Properties Executive of risks/cost overruns.
• Develop and maintain a filing system according to the company’s document control standards and procedures.
• Maintain Contact databases of the Properties Executive and ensures that databases are synchronized across all electronic devices.
• Organise, coordinate meetings, take minutes, follow-up on action items emanating from the meetings and schedule debriefing meetings to follow up action items that can be implemented.
• Support the Properties Executive in their projects, proposals, bids, etc. through research, consultation, team management etc.
• Any Ad hock duties that assist with lightening the workload of the Properties Executive.
• Document control: Implement administration processes to ensure the safekeeping of all records and documents

Professional Support to Executive:

• Liaise with other secretaries in the Group.
• Works closely with the Company Secretary on matters relating to the Board and other committees.
• Coordinates and communicates all items in Risk and/or Internal/External Audit reports which need to be actioned to Executive’s teams.
• Support the Executives with follow-up activities.
• Send out reminders to Managers teams regarding deadlines for submission of weekly/monthly reports.
• Consolidates departmental reports for Executives review.
• Managing and providing executive support to office of the Properties Executive.
• Act as a Primary point of contact for internal and external clients on all matters pertaining to the Office of the Properties Executive.
• Gatekeeping – act as a liaison between the public, clients and customers, staff members and the office of the Properties Executive.
• Ensure timeous reporting and feedback to stakeholders- Reporting and document control.
• Ensure that all stakeholder reports are in line with the organisational requirements and standards.
• Ensure adherence to and reporting on all legislative requirements.

Travel Arrangements:

• Responsible for making travel arrangements for the Properties Executive and Project Team by liaising with clients and companies to be visited and arranging suitable dates and venues.
• Arranging flights (liaise with Travel Agent and online booking system), accommodation and car hire for Properties Executive and Project Team.
• Supports the Properties Executive and Project Team with trip planning and prepares detailed itineraries for the Properties Executive and Project Team.
• Organizes visas, foreign exchange and prepares all necessary documentation for travel.

Communication:

• Conducts research in preparation for the Properties Executive and Project Team engagements and meetings.
• Ensures the Properties Executive and Project Team are prepared in advance for presentations and meetings.
• Ensures the Executive’s presentation materials are professionally prepared and communicated to parties in advance, if necessary.
• Screen all phone calls, takes requests for meetings and coordinates various aspects of interdepartmental communication as necessary.
• Liaise positively and professionally with colleagues and visitors.
• Communication with Stakeholders – organize and coordinate Executive external relations efforts.
• Manage all Stakeholder communication of the Properties Executive and Project Team.
• Building, enhancing and leveraging the Properties Executive and Project Team among key stakeholders in the education sector.

Manco, Board and Exco Level Liaison:

• Compile all Executive management and board packs and ensure they are sent in good time for meetings.
• Circulate reports, minutes and agendas for Properties meetings, record the minutes, and follow upon actions and matters arising.
• Liaise with the Group CEO, Chairman and other Board Members on various matters as required.
• Maintain a consolidated list of action items flowing from various forums, committees and meetings.
• Follow-up on all actions emanating from the Executive, Board and Properties team meetings.

General Administrative Duties:

• Office supplies management.
• Office furniture and facilities management.
• Contact person for vendors and suppliers.
• Accurate records – HR, Credit Card Recons, Petty Cash and APS Payments.
• Basic IT and system support to the team.
• Coordinate and manage events and general office functions.
• Share relevant information about internal issues affecting the division.

Education:

• Matric and bachelor’s degree / Diploma in Office Management / Secretarial Management / Executive Secretary.
• Proficiency in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
• Drivers Licence.

Experience:

• 5 to 10 Years of experience as an Executive Personal Assistant.
• 5 – 10 Years of experience in similar roles, preferably in a corporate environment, dealing with high level management.