Summary
Date Posted: Thursday, August 22 2024, Base Salary: Not Disclosed

JOB DETAILS:
Job description:
Overall, Job Purpose
• To provide full executive and administrative support to the General Manager and Management Team in diary management, administration, travel arrangements, meeting preparation and working on specific projects and research as required. To support and develop key internal and external stakeholder relationships.

Specific Job Responsibility
• To work with HOD’s, Board members and external stakeholders to support the successful achievement of the organisational objectives. By explicitly organise and manage his workload and time effectively.
• To adhere to all relevant requirements, policies, procedures, and regulations pertaining to health, safety, environment, and quality, Finance, Human Resources, and any other regulations as required.
• Calendar management and handle inquiries and requests; make judgements and recommendations to ensure smooth day-to-day engagements.
• All administrative tasks that facilitate the GM’s ability to effectively lead the organization, including assisting with special projects.
• Management a filling system for all documents and information daily.
• Collecting information and preparing for meetings with staff (weekly leadership team meeting notes) and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements.
• Serve as the primary point of contact for internal and external visitor on all matters pertaining to the GM office, including matters highly confidential or critical in nature. Prioritize and determine appropriate course of action, i.e., referral, or response, exercising reasoning to reflect GM’s style and organization policy.
• Manage the administration building to ensure all amenities are always set.
• Manage the bookings for the boardroom and other common meeting rooms.
• Arrange for daily catch-up meetings with the GM /AGM to review diary and calendar to keep them well informed of upcoming commitments and responsibilities.
• Providing a bridge for smooth communication between Management and staff, demonstrating leadership to maintain credibility, trust, and support with the leadership team.
• Replenish office supplies, printer consumables, beverages, and snack, considering stock level holding.
• Provide event management support as requested.
• Manage and ensure PPE for visitors is always available.
• Provide hospitality to all guests and create a friendly environment.
• Answer main phone line and respond to inquiries.
• Participate in building long-lasting relationships both external and internal stakeholders/clients.
• Maintain registers for incoming and outgoing mail in GM’s office.
• Other duties as assigned for the overall benefit of the organization.

Job Specific Competencies
• Business Acumen.
• Planning & Organisation skills.
• Time management and Minute taking skills.
• Customer Service \ Relationship skills/Complaints management.
• Strong networking skills.
• Public relations – Event management.
• Problem solving – approaches to problem-solving with strong decision-making capability.
• Strong interpersonal & communication skills – oral and written.
• IT literate (Microsoft excel, word, power-point, publisher).

Key Job Attributes
Behavioural skills
• Performance Delivery – action orientated /meet deadlines in a demanding environment.
• Teamwork and innovation.
• Self-supervision disciplined and mature.
• Honesty, Integrity, trustworthy & assertiveness.
• Confidentiality – handle confidential material/data discretion.
• Uphold the company and professional code of ethics.
• Must be creative, and able to multitask.
• Must maintain professional character, serenity, and appearance.
• Must collaborate – ability to work with a diverse team.
• Must pay attention to detail.
• Must be diplomatic

Experience required to perform in this job.
• Minimum of 5 years plus of working experience supporting executive’s members, preferably in a busy working environmental.
• Experience supporting senior level management and board level

Qualifications
• Full grade 12 school certificate or equivalent
• Bachelor’s degree in Business Administration, Human Resource, Communications, or any related field.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point)

Work Hours: 8

Experience in Months: 60

Level of Education: Bachelor Degree

Job application procedure

• To apply for this job please visit firstquantum.wd3.myworkdayjobs.com.

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