Executive Assistant: HR for McCain | Onsite Jhb

We are passionate about potatoes…and we’re even more passionate about our People!
McCain knows the importance that food plays in people’s lives – the power it has to bring people, families and communities together. 
That’s why our purpose is celebrating real connections through delicious, planet-friendly food.  
We do this by succeeding together with our teams, business, and community partners around the world because we know when we work and grow together, we succeed together. Be a part of our family…We are McCain!

Purpose of the Role:

This role will be key to ensuring smooth day-to-day executive support to the HR Director and the Shared Services Team as well provide integral system, process and project administration

Key Responsibilities:

Executive Assistant Support for HR Director
Provide operational and administrative support to the HR Director 

• Responsible for coordinating all details surrounding meetings arrangements both Internal & External- ensure meeting rooms are booked and adequately prepared i.e. equipment is set-up, room is neat, refreshments and catering when needed etc. 
• Assist in management of HR Directors direct reports to ensure smooth time management of priorities and objectives
• Preparation of records such as agendas, notices, minutes for corporate meetings
• Manage information flow and emails from both internal and external sources, organizing and responding accordingly.
• Process HR Directors invoices and respond to vendor queries re. payment.
• Balancing HR ledgers monthly and tracking against budget
• Travel arrangements – organizing and scheduling with the McCain Travel Department all flights, hotel bookings, rental cars, etc.
• Assist with management and maintenance of up to date SharePoint sites (i.e. creating folders, assisting team with navigation).
• Assist in preparing reports, presentations, and other documents as requested.

General Support for Shared Services team
Provide an effective and efficient administrative function to the Shared Services Team:

• Assist with coordination of Local and Global HR Projects/Initiatives as when required.
• Support the team in all data requirements and reporting. 
• External stakeholder communication and engagement- i.e. Learning & Product Partners, MIE, Recruitment Agencies etc. 
• Assist with typing/formatting of policies and procedures/agreements/reports and any other documents as may be required.
• To arrange flowers /gifts for staff or any else as is required.
• Couriering of documents/parcels nationally and internationally
• Responsible for events and conferences by organizing facilities, catering, issuing invitations, coordinating speakers etc. (year-end functions, team builds, conferences etc.) and management and reporting of allotted budget for respective events 
• May be assigned additional administrative tasks as required to support business needs.

Job Holder Requirements:

Technical Competencies 

• Regulatory Compliance: Knowledge of relevant regulations and industry standards that impact Human Resources and data protection laws

Behavioural Competencies 

• Stakeholder Engagement: Ability to effectively communicate and collaborate with various stakeholders, including managers, trainers, and participants.
• Planning and Organising: The ability to develop and implement processes to achieve objectives, manage tasks, and coordinate resources effectively. This includes setting priorities, creating detailed plans and status tracking of plans, and organising activities to ensure that goals are met within established timelines and resource constraints.
• Quality Orientation: The commitment to maintaining high standards of quality in work processes and outcomes; identifying and addressing quality issues, continuously improving practices, and ensuring that deliverables meet or surpass predefined quality criteria.
• Customer obsession: Understanding and addressing the specific needs and expectations of internal or external clients, ensuring that training programs meet their requirements.
• Confidentiality and Integrity: Maintain the highest standards of confidentiality and integrity, ensuring all sensitive information is handled with discretion and professionalism. 

Experience

• 3-5 years’ experience as a Personal Assistant, Executive Assistant, or similar role in a professional environment.
• Strong capability in MS Office (Word, PowerPoint, Excel and Outlook), knowledge of Canva bonus 
• Strong communication- verbal and written
• Strong organizational and multitasking abilities
• Strong problem-solving skills and attention to detail
• Flexibility to adapt to changing priorities and demands
• Knowledge of Labour Relations and the Employee Equity Act
• Knowledge of the Basic Conditions of Employment Act
• Basic maths skills (budget tracking etc)
• Good time management skills 
• High level of resilience in dynamic environments, taking initiative and proactively anticipating needs to ensure smooth and timely execution of tasks.

Qualifications

• Bachelor’s degree in human resources or a related field