Executive Assistant to MD

Main Purpose of the Job

To provide professional secretarial and office support/administration services including diary management to the office of Managing Director (MD). Facilitate operational efficiency and assist the MD

to achieve strategic objectives. To manage the administrative requirements of the office of the MD and assist with scheduling, planning and coordinating all Divisional activities

Secretarial Support

• Organise MD diary, schedule appointments and ensure there are no conflicting appointments in the diary
• Telephone response – receive telephone calls, organise and prioritise calls, re-route or assist callers
• Co-ordinate and arrange MD’s business trips and ensure itinerary is made available to MD prior to trips

Stakeholder and Meeting Management

• Co-ordinate internal and external meeting requests:

o Liaise with Government departments i.e. National Treasury/DAFF/DRDLR, Board members, International affiliates such as World Economic Forum, IMF, SADC and DFI’s.

o Manage complex executive calendars scheduling by and planning for various meetings and conference calls

o Prepare meeting documentation and background information for the MD prior to the meetings

o Prepare and distributes the agenda and documents for meetings in consultation with the

o Source appropriate venues and manage bookings

• Receive visitors for the MD

o Arrange visitors parking prior to arrival

o Meet and greet visitors and offer refreshments

o Ensure visitors have registered at reception on arrival

o Distribute all necessary documentation to the visitor prior to the meeting

o Co-ordinate all internal attendees for the meeting.

Scheduling, Planning and Coordinating Divisional Activities

• Develop and manage relationships with other Divisions
• Liaise with other Divisions, collects information from Division’s Management team and collates reports required ensuring accuracy of the reports and that reports are submitted on due dates
• Distribute correspondence in and out from the office of the MD
• Co-ordinate / Manage Divisional special projects
• Management, monitoring and updating of Divisional risk register to ensure business continuity in support of the Business Coordinator / Manager where applicable
• Assist the MD to prepare presentations when required
• Monitor that all leave requests for all the MD’s direct reports, are approved

Administration of Correspondence and Documentation

• Register on receipt of hard copy documents and distribute accordingly
• Ensures all documentation is kept in a safe and secure environment and that archives are indexed
• Creates and maintains an effective filling system
• Ensures accurate record keeping and relevant database input
• Maintain files, records and document retention and destruction in the MD’s office
• Provide documentation to requestors in accordance with the document management policy and procedure when requested
• Manage records of declaration of interest, leave and gift registers

Facilitate Events

• Receive a request for the facilitation of a conference or strategic session; or
• A conference or strategic session is arranged in accordance with the annual schedule
• Filter requests for engagements and determine relevance for referral to the MD
• Analyse the objectives of the event to determine the best approach to be utilised; or
• Secure the appropriate resources in accordance with the nature of the intervention

o Venue

o Accommodation

o Transport

o Facilitator

o Dietary requirements

o Refreshments

o Equipment

• Compile the event material in accordance with the objectives and requests; or
• Obtain/procure the material from the relevant source/provider
• Type pre-event material as directed by the Business Manager / Coordinator as applicable and distribute to the attendants prior to the event
• Evaluate the intervention to ensure that the quality management objectives are achieved
• Inform the relevant role players of the outcome of the event
• Document the results of the event for future reference purposes
• Facilitate events in accordance with policies, procedures, and legal requirements
• Conclude facilitation actions within the allocated upon time frames

Research

• Research information as required by MD using variety of sources
• Develop presentations for the MD based on research conducted
• Perform any other research tasks as may be required by the manager
• Assist the MD with special projects as and when they arise

Performance Administration

• Ensure performance agreements are signed for all direct reports within stipulated time frames
• Schedule coaching and performance review dates for the year in advance
• Prepare file for each of the Executive Managers
• Ensure all relevant evidence / means of verification is included in files
• Follow up with Executive Managers where necessary

Budget Monitoring

• Monitors expenditure against budget
• Track department expenses and report variances to the MD
• Support the Division in co-coordinating expenses
• Keeps a register of payments made
• Process invoice payments on the SAP systems