Administrative Coordinator at Sanral

Administrative Coordinator at Sanral

Administrative Coordinator

Permanent

Closing date: 19/12/2023
Description
POSITION OBJECTIVE

To provide high-quality, responsive administrative and secretarial support to the Executives as well as liaison support to the Executive Leadership team and other key stakeholders.

MINIMUM REQUIREMENTS:

A Senior Certificate (Grade 12).
An administrative qualification at an NQF level 6.
At least five years of relevant personal assistant experience at an executive level.

ADVANTAGEOUS:

Completed or studying towards a Chartered Secretary qualification.
Experience in dealing with diverse groups of people including CEOs, Board Members, Senior Executives, and/or government stakeholders.

TECHNICAL COMPETENCIES

Experience within a public sector and/or legal, risk, and compliance unit.
Able to maintain a high level of integrity and discretion in handling confidential information.
Ability to complete high volume of tasks and projects with little or no guidance.
Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
Excellent written and verbal communication skills
Ability to achieve thoroughness and accuracy when accomplishing a task.
Ability to stay focused on different tasks, and use your time, effectively and efficiently to achieve the desired outcome.
Ability to understand customer’s queries to be able to resolve them.

KEY RESPONSIBILITIES:

Executive Support

Work closely and effectively with the Executive and keep him/her well informed of upcoming commitments and responsibilities, following up proactively and appropriately.
Act as the conduit between the Executive and internal/external stakeholders.
Serve as the primary point of contact for internal/external stakeholders on all matters pertaining to the Executive, including those of a highly confidential and critical nature.
Prioritise and determine the appropriate course of action, referral, and responses, exercising judgment.

Administration and office management

Proactively support the Executive with matters within their scope of work.
Filing and documentation management.
Process incoming documents by prioritisation and distribute to the relevant party accordingly (e.g. memorandums, claims, authorisations) amongst other related responsibilities.
Type and draft correspondences such as memo’s and letters amongst others when required.
Ensure timely and quality submissions of reports to the Office of the CEO/Board Committees.
Complete a broad variety of administrative tasks that facilitate the Executive’s ability to effectively lead the department, including: assisting with special projects; designing and producing complex documents, reports and presentations; collating and preparing information for meetings with management, staff and external stakeholders; composing and preparing correspondence.

Co-ordination

Coordinate all travel requirements within the respective function.
Coordinate and maintain calendar and schedule regarding meetings, deadlines, reports and other duties within respective function, in correspondence with other functions and external stakeholders.
Prioritise inquiries and requests, while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
Co-ordinate the timely submission of reports to relevant structures.
Coordinate activities between functional leadership and direct reports.
Coordinate facilities-related requirements for the team i.e. arrangement of laptops, access cards etc.

Meetings

Compile meeting agendas in collaboration with the respective chairperson of the meeting.
Organise internal and external meetings on behalf of the unit and ensure that all necessary requirements are made.
Responsible for accurate and complete minute-taking and timely distribution thereof, including management of action points.
Compliance & Stakeholder Liaison

Ensure compliance of submission dates to relevant structures.
Ensure liaison of respective function with other functions within SANRAL as well as external stakeholders.
Attend to general inquiries from external stakeholders within the respective function.

To apply for this role – click here >> https://career2.successfactors.eu/sfcareer/jobreqcareer?jobId=2332&company=southafr02