Exxaro has a vacant post for an Admin Assistant based in Centurion, Gauteng
Closing date: 12 June 2024
Location: Centurion, Gauteng
PURPOSE:
- To contribute to the overall effectiveness of one or more employees and provide support to team members by handling various tasks, ensuring that day-to-day operations run smoothly and that administrative processes are efficient.
- To handle routine administrative tasks and processes, such as managing calendars, scheduling meetings, preparing documents, and handling correspondence.
- To play a key role in facilitating communication within the team and between team members and other departments.
- To assist in organising events, managing project timelines, and helping team members meet deadlines.
- To maintain accurate and organised records, ensuring that information is accessible when needed; this may include data capture, data analysis, managing databases, tracking expenses, and preparing reports.
- To plan and organise logistics related to meetings, events, and travel; this may include scheduling, booking accommodations, and coordinating transportation for the team.
- To act as a point of contact for team members, providing assistance and support as needed; this could involve helping new team members with onboarding or assisting existing members with inquiries and requests.
- To handle unexpected challenges and resolve problems on behalf of the team; this may involve finding solutions to logistical issues, addressing administrative problems, or coordinating with other departments to resolve issues promptly.
- To contribute to fostering a positive team culture by organising team- building activities, social events, and maintaining a positive and inclusive work environment that strengthens team morale and collaboration.
MAJOR CHALLENGES:
- Balancing workload and prioritising multiple tasks and competing demands.
- Adapting to changes in schedules, tasks, or projects requires flexibility and the ability to manage unexpected situations effectively.
- Maintaining a high level of discretion and confidentiality.
- Navigating office dynamics and maintaining a positive team culture.
- The specific duties of a Team Assistant may vary depending on the needs of the team or department.
Minimum Requirements
QUALIFICATIONS:
- Grade 12/Standard 10 English (Essential/Minimum and)
- N Cert: Secretary Office Administration (Essential/Minimum)
- Diploma Office Administration (Recommended/Desirable)
EXPERIENCE:
- 2-3 years Proven experience in a secretarial or administrative role. • Strong organisational, multitasking, and time-management skills. • Excellent interpersonal and communication skills. • Proficient in Microsoft Office Suite and other relevant software. • Passionate about motivating and guiding a team. • Attention to detail, critical thinking, and problem-solving skills. • Ability to work independently and in a team environment. (Essential/Minimum) Operational
REQUIREMENTS:
- Psychometric Assessment (Essential/Minimum)
- Certificate of Fitness (Essential/Minimum)
Duties & Responsibilities
Administrative and Support Services
- Provide comprehensive administrative and support services to line manager and other team members within the department on a daily basis.
•Handle email and correspondence and ensure effective communication within the office.
- Manage and organise schedules, appointments, and meetings for line manager and team members.
- Prepare and distribute agendas, take meeting minutes, and follow up on action items.
- Assist in managing email correspondence and communications, resolving issues where possible and acting as a gatekeeper when necessary.
Budget Management
- Assist in monitoring and managing the team’s budget, including tracking expenses, processing invoices, and reporting to the appropriate stakeholders.
Communication and Cross Functional Coordination
- Act as a point of contact for internal and external stakeholders, fostering effective communication and collaboration.
- Collaborate with other teams to support cross-functional projects and initiatives.
Compliance, Governance and Assurance
- Comply with applicable processes, procedures, statutory laws and Regulations.
- Ensure document control systems/database processes/procedure are in accordance with procedural standards and regulatory reporting requirements.
- Ensure level of authorisations are applied within applicable processes.
Data and Document Management
- Maintain and organise important documents, presentations, and reports in both physical and digital formats.
- Implement document version control and ensure the security and confidentiality of sensitive information.
- Support the development, implementation and change management requirements for new information management systems and processes within the team.
Event Planning and Coordination
- Plan and coordinate team meetings, workshops, special events and roadshows, including logistics, catering, and necessary materials.
- Collaborate with other departments to execute team events.
Facilities and Office Management
- Oversee office space organisation and maintenance, ensuring a clean and productive workspace.
- Manage office supplies and equipment, coordinating with vendors for replenishment and maintenance.
- Handle incoming and outgoing mail, packages, and deliveries as needed.
Safe and Healthy Work Environment
- Maintain and ensure a healthy environment, safe operations practices, ensuring compliance with all applicable Safety Health and Environmental (SHE) policies/procedures in line with set standards
- Encourage a culture that focuses on safety in all operations
Stakeholder and Client Relationship Management
- Maintain relationships with both internal and external customers to promote team, department and overall company image.
- Interface with clients and attend to customer requests or complaints, conduct regular follow-ups to ensure problems have been resolved.
- Assist with arranging client visits.
Travel and Accommodation Arrangements
- Coordinate travel arrangements, including booking flights, accommodations, and transportation for team members.
- Ensure travel itineraries and schedules are organised and communicated effectively.
- Compile documents for travel-related meetings.
- Accompany line and team managers when requested.
Behavioural Alignment
Demonstrates the following:
- Creativity, collaboration, sociable and awareness to the ecosystem
- Stewardship, accountability, ability to develop trust, safety conscious and ethical
- Ability to respond quickly to business needs/agility, flexibility, continuous learning, innovation and proven ability to experiment on creative business solutions
- Ability to be inclusive, eagerness for multiple skills, embraces multiple cultures, accepts different approaches and be human-centric/empathetic
- Results oriented, quality driven, excellence, entrepreneurial abilities, efficient and effective
The appointment will be made in accordance with Exxaro’s Employment Equity policy.
If you have not been contacted within 28 days of the closing date of this advertisement, please accept that your application was unsuccessful.
