Job category: Others: Administrative Support and Secretarial
Contract: Permanent
Remuneration: Market Related
EE position: Yes
Introduction
Medipost Pharmacy is looking for a professional self-driven individual to join their dynamic Management Administrative team in a capacity of an Executive Assistant to support the Group Chief Operating Officer (GCOO) and other C-suite officers as required. Manage day-to-day tasks so the executives can focus on strategic responsibilities. The successful individual will be placed in Gezina (Pretoria).
MAIN DUTIES AND RESPONSIBILITIES:
Administrative of Information Data Management and Filing
- Liaise with the relevant stakeholders to ensure that documentation in the department is up to date, i.e., organograms, policies, SOPs, job descriptions, contracts, etc.
- Follow up on action items regarding performance improvements in line with strategic and operational objectives.
- Ensure accurate filing system and effective data/information management system.
- Ensure that classified and confidential documents are kept safe.
Travel Management
- Manage all elements of the executives’ trip and ensure overall success and achievement of trip objectives (i.e. itinerary, meeting agendas, and attendees).
- Responsible for ensuring all travel arrangements are made in a way that is cost-effective and efficient for business use.
- Oversee and ensure all travel requisitions and plans for the organisation have no errors.
- Manage negotiations with travel agencies as required.
- Reconcile departmental monthly travel expenses through the payroll or finance department.
Diary Management
- As a gate-keeper of the executives’ time – ensure that the executives remain sufficiently accessible while keeping them on track with their daily objectives through effective diary management.
- Arrange appointments and meetings as appropriate and ensuring that they are adequately briefed and have all relevant stakeholders in it.
- Meet and greet visitors on arrival and escort them to the relevant meeting venue.
- Ensure coordination of calendars for all meetings, including boardroom bookings and catering arrangements.
Events Management
- Planning and coordination of events.
- Research and booking of venues.
- Negotiations with the service providers.
- Logistics and catering management.
Project Coordination
- Conduct research on required information, compile data and prepare documents for consideration and presentation as required.
- Coordinate projects and follow through with the relevant stakeholders to ensure completion.
Coordination of Meetings
- Coordinate and prepare meeting packs for all relevant meetings as required by executives, including the compilation of presentations where required.
- Transcribe minutes and distribute them to relevant stakeholders.
- Follow up on action items to ensure that deadlines are met.
Report Writing
- Compile the relevant monthly/quarterly/annual reports as required and distribute them to relevant stakeholders.
- Engage with the relevant internal stakeholders to ensure that accurate information is collated for reporting purposes.
Adhoc
- Perform any ad hoc duties that may be required by the department or business as and when required.
Uphold company core values
- Integrate company core values in day-to-day activities to embrace business culture.
Specific Requirements/Other important information
- Management of the Group COO’s calendar, and other executives as required, by scheduling meetings, appointments, and events.
- Screen and prioritize phone calls, emails, and other communication on behalf of the executives.
- Plan the executives travel arrangements, including flight bookings, accommodation, transportation, and creating itineraries for business trips.
- Create and edit documents, reports, and presentations to support the executives in their work.
- Act as the initial point of contact for the executives and respond to internal and external stakeholders promptly and professionally.
- Organize key documents, ensure secure filing and record-keeping, report expenses, and manage office supplies efficiently.
Required Experience
- Minimum of 3 years executive assistant or general office administration experience at a senior or executive management level.
- Multiple calendar management.
Qualifications
- Grade 12 National Certificate or Diploma in Administration or Office Management/Equivalent Secretarial Qualification.
Transportation
- Drivers licence and own vehicle.
Training Required
- Company Policies and Standard Operating Procedures.
Technical Skills
- Proficient with using various operating systems such as Microsoft Windows and troubleshooting technical issues.
- Skilled in managing multiple tasks through efficient time management and prioritization.
- Familiar with Microsoft Office and Google Suite to create and edit documents, spreadsheets, and presentations.
- Quick at typing notes, transcribing meeting minutes, and responding to urgent correspondence.
Soft Skills and Traits
- Excellent written and verbal communication skills to convey information professionally, promptly, and accurately.
- Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
- Strong attention to detail and quick at spotting errors in documents, data and correspondence.
- Efficient with managing time, prioritizing tasks, and streamlining workflows to meet deadlines.
- Capable of adapting to changing circumstances, unexpected challenges, and the executives’ evolving needs.
- Can proactively identify problems that may arise in the executives’ work and find effective solutions.
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