POSITION DESCRIPTION
Main Outputs and Responsibilities for this Position
- Administration Support
- Provide the full range of administrative support including but not limited to: Management of purchasing authorisation process from submission of PORs to handover of signed invoices for payment;
- Management of local and international travel arrangements for the CEO as well as arrangements for Trade and other International Fairs for all attendees;
- Arrangement for and management of Forex linked to international travel;
- Ad hoc personal bookings and searches for the CEO;
- Act as a support / participate in the development and implementation of administrative standards, policies and practices for the organisation.
- Secretarial Support
- Communicate directives and information from the CEO to Executives, managers, and others in the organisation and follow up on the status of assignments;
- Receive, screen and direct incoming calls, visitors, mail and email;
- Maintain files, records, calendars and diaries;
- Control filing linked to and access to contracts / SLAs for customers, property, property plans and so;
- Co-ordinate meetings, inclusive of Metcalf Board preparations, submission of reports to shareholders and arranging of catering for board meetings;
- Prepare draft presentations for meetings (POWWOW) for CEO;
- Minute taking where required, as well as requesting agendas and minutes for upcoming meetings;
- Manage CEO Expense Claims;
- Manage Insurance
- Manage vehicle insurance portfolio from addition/removal of vehicles onto the policy to management of claims;
- Manage all insurance;
- Arrange for marine/transit cover where necessary;
- Imports and Forex Management
- Management payment for import process, from verifying accuracy of import documentation to purchasing of Forex;
- In conjunction with Finance determine cash flow for large purchases, obtain authorization and book FEC in line with forecasted dates;
- Balance transactions with bank statements bi-weekly;
- Event Planning
- Arrange and manage all aspects linked to large scale internal and external events, including but not limited to company Indabas;
- Self-Development and Growth
- Realistic assessment of own strengths and development areas and undertake actions to address weaknesses;
The employee accepts that she may be required to carry out any other tasks as required by management based on operational requirements.
JOB EVALUATION CRITERIA
Required Knowledge and Skills
- Secondary Education Grade 12
- Tertiary Education (including Diplomas, Certificates and Degrees) - Diploma in Legal Secretarial / Paralegal
- Experience - Minimum 5 years related experience
Skills
- Strong Administration Skills
- Well-developed leadership and junior management skills
- Excellent organisational skills
- Good verbal and written communication skills (English & Afrikaans)
- Ability to act decisively and urgently
- High level of emotional intelligence and interpersonal skills
- Ability to establish and develop well-aligned, supportive teams
- Suitably-developed computer literacy and skills
- Appropriate Business acumen and entrepreneurial aptitude
- Strong problem-solving skills
- Creativity
- Exceptional attention to detail
Other Special Requirements
Decision Making
- Maintain standards, practices, policies and procedures as defined;
- Able to make good business aligned judgment decisions at an operational level;
Accountability
- Responsible for all activities linked to position as defined;
- Ensures that a structure for escalation of responsibility is effective;
- Responsible for the company credit card;
Communication
- Maintains the benchmark for transparent, responsive and open communications within the business and at all levels;
- Ensures an e-mail response within 24 hrs;
- Guidance telephonically to assist the teams when required within reason;
- Good communication with management and subordinates;
#J-18808-Ljbffr
