To manage and oversee the administrative and secretarial operations within the executive function of Tharisa Minerals (TM) by coordinating diaries, meeting rooms as well as managing the Receptionist, office cleaners and personnel carriers to drive smooth operations across the executive team.
Role Context
Administration
- To manage and maintain office administration systems and services by coordinating all secretarial and administrative functions (receptionist, personnel carriers, diary management and minute taking) driving smooth and continuous operations across the executive team.
- Manage and coordinate the diaries of the various Executives within TM by managing schedules, planning meetings, organising travel and accommodation facilitating smooth operations across the executive function.
- Prepare meeting agendas and briefing packs for all meetings and individuals joining the meeting by engaging with all relevant stakeholders to create a comprehensive agenda and take minutes to ensure all points of order are addressed as agreed throughout the session.
- Manage and store all presentations by collecting and storing them on the requisite servers as well as keeping physical copies to ensure comprehensive record keeping.
- Manage the catering for all on-site functions, events and meetings by coordinating the procurement and delivery of all foods, ensuring quantity and quality is delivered as per specification.
- Reconcile expenditures across the company credit cards and the float ensuring all transactions can be accounted for.
- Manage the Personnel Carriers by monitoring their operations, providing scheduling assistance as required and ensuring that they reach their daily appointments as required.
- Collate and prepare MD’s quarterly Board report
Events Management
- Manage and coordinate all events within Tharisa Minerals, as requested by the respective HOD’s, within the allocated budget and timeframes, selecting vendors and venues as needed.
- Manage and supervise all requirements for the specified events by driving smooth operations throughout the event, acting as they key point of contact for all vendors delivering services.
Resource Management
- Determine resource needs within own area of responsibility to achieve individual role outcomes.
- Request required assets and resources for the fulfilment of work duties to attain quality work outputs.
- Use assets and resources optimally within own area of responsibility.
Stakeholder Relations
- Engage with all relevant Departments on issues of the area of specialisation, as directed by the Manager.
- Communicate with internal and/or external stakeholders, where required, to achieve work objectives and to maintain relationships.
Requirements
Qualifications:
- Diploma (NQF5) in Secretarial Management
Job specific experience:
- Minimum of 5 years of experience in a similar role, having worked a secretary or personal assistant.
- Experience/Exposure on MS Dynamics F&O, Reporting tools: MS Power BI, Isometrix
- Proficient in MS Office (Outlook, Word, PowerPoint and Excel)
- Fluent in written and spoken English
Inherent requirements
Must be medically fit