Executive Administrator at Astron Energy (Pty) Ltd.

Job Description

• The Executive Administrator plays a pivotal role in providing administrative and secretarial support to the Refinery General Manager of Astron Energy Refinery and his leadership team.
• This position requires exceptional organizational skills, discretion, and the ability to handle sensitive information with confidentiality.
• This site-based senior Executive Administrator role based in Milnerton, Cape Town is available due to an internal move within Astron Energy.
• We would welcome applications from experienced professionals with proven ability to demonstrate exceptional skills within a Corporate environment. The successful candidate will build relationship to resolve calendar conflicts, manage events and align on process improvement opportunities.

Provide support to the General Manager Refining

• Provide direct support to other Refinery Leadership Team members if required
• Weekly / Daily schedule coordination including daily pack / pre-read preparation including email and calendar management.
• Travel arrangements, event management, procurement, screening calls and re-routing as required,
• Understands the operations within the department to direct calls appropriately, minimizing the impact on management
• Manage day to day communication

Fiscal Administrative Support

• Prepare Systems, Applications, and Products (SAP) purchase orders.
• Prepare Expenditure Requests and data for purchase of equipment that forms part of Capital.
• Control all office expenditure and implement cost control processes relating to telephone, photocopy, fax, courier services and stationary costs.
• Process and reconcile all travelling expenditures.
• Prepare documentation for meetings and workshops to be attended/convened.
• Maintain internal contacts with Refinery Leadership Team, and staff at all levels.
• Obtain and print material/information for monthly performance reports.
• Anticipate “need to know” requirements before visits, meetings and trips. 
• Compiles pre-reads, agendas etc.
• Stakeholder and visitor preparation and management including logistics and other details.
• Screen telephone calls, internal and external correspondence before and action those which do not require attention, even during his absence from office.
• Make telephone calls for and on behalf of the General Manager.
• Assist in disseminating work requests.
• Monitors all exception time [vacation, sick days and emergency leave]
• Maintains electronic diary
• Screen e-mail messages and ensures that urgent messeges are appropriately actioned.  Uses discretion to forward messages to appropriate areas.
• Prepares expense reports

Transactional Administration

• Book outside training/events for management on request.
• Prepare and submit monthly reports.
• Maintain confidentiality of sensitive information.

Meeting Prioritization and Scheduling:

• Decision/Recommendation: As the gatekeeper of the calendar, the executive administrator may need to prioritise meeting requests and schedule appointments based on their importance and relevance to the executives' objectives.
• Nature of Decision/Recommendation: The executive administrator assesses incoming meeting requests, considering factors such as urgency, strategic significance, and alignment with priorities. Based on this assessment, they may decide to accept, decline, or reschedule meetings accordingly. Additionally, they may recommend time blocks for focused work or strategic planning sessions, ensuring that the executives have adequate time for critical tasks.

Document Handling and Distribution:

• Decision/Recommendation: When managing confidential documents and correspondence, the executive administrator may need to determine the appropriate recipients and distribution channels to ensure timely and secure delivery.
• Nature of Decision/Recommendation: They evaluate the sensitivity and relevance of documents before deciding who should receive them. They may recommend distributing certain documents only to key stakeholders or limiting access to sensitive information on a need-to-know basis. Additionally, they may decide on the most secure method of document delivery, whether it's through encrypted emails, secure file-sharing platforms, or physical delivery via courier services.

Travel Arrangements and Itinerary Planning:

• Decision/Recommendation: When coordinating travel arrangements for the General Manager Refining, the executive administrator may need to make decisions regarding flight schedules, hotel accommodations, transportation options, and itinerary planning.
• Nature of Decision/Recommendation: The executive administrator evaluates various factors, including travel preferences, budget considerations, and logistical constraints, to recommend optimal travel plans. They may decide on the most efficient routes, suitable accommodations, and convenient transportation options based on the executives' schedules and preferences. Additionally, the executive administrator may recommend adjustments to travel plans in response to unexpected changes or emergencies, ensuring that the executives' travel experiences are smooth and productive.

Internal Key Relationships (to Astron Energy):

• General Manager Refinery: Your primary internal relationships would be with the Refinery General Manager (GM), of Astron Energy, and the Refinery Leadership team. You would directly support them in their daily activities and act as a liaison between them and other departments within the company.
• Refinery Leadership Team: Build strong working relationships with other members of the refinery team, you would collaborate with them on various initiatives and projects as directed.
• Board of Directors: Maintain a professional relationship with members of the Board of Directors. You may assist the Refinery General Manager with their Board duties.
• Administrative Staff: Collaborate with other refinery administrative staff members to ensure seamless operations and support services. This may include sharing resources, coordinating schedules, and assisting with workload management during busy periods.  You will lead a bi-monthly coordination meeting with this group.

External Relationships:

• Clients and Customers: Act as a point of contact for clients and customers of Astron Energy, particularly high-level clients or partners. You may assist in scheduling meetings, responding to inquiries, and facilitating communication to ensure customer satisfaction.
• Suppliers and Vendors: Maintain relationships with suppliers and vendors who provide goods and services to Astron Energy. You may assist in coordinating procurement activities, negotiating contracts, and resolving issues related to vendor relationships.
• Industry Partners and Associations: Represent Astron Energy in relationships with industry partners, associations, and professional organizations. You may attend industry events, conferences, and meetings to network and stay informed about industry trends and developments.
• Media and Public Relations: Work closely with the corporate communications or public relations team to manage external communications, including press releases, media inquiries, and corporate announcements. You may assist in drafting communication materials and coordinating media interviews for company executives.

High-Level Executive Interface:

• The executive administrator interacts closely with high-level executives, including the CEO, within the organization. This requires professionalism, discretion, and the ability to handle sensitive information with confidentiality.

Cross-Functional Collaboration:

• The job involves collaborating with various departments and functional areas within the organization. This requires effective communication skills and the ability to work with diverse teams to achieve common goals.

Fast-Paced and Dynamic Nature:

• The environment is characterized by rapid changes, urgent deadlines, and shifting priorities. The executive administrator must be adaptable and able to juggle multiple tasks efficiently while maintaining a high level of accuracy and attention to detail.

Multi-Function Support:

• The role encompasses a wide range of administrative tasks, including calendar management, travel arrangements, meeting coordination, document management, and communication support. The executive administrator must be versatile and capable of handling various responsibilities to support the Refining General Manager effectively.

Remote Locations and Travel:

• Depending on the nature of the organization's operations, the job may involve supporting executives who travel frequently or oversee operations in remote locations. This may require coordinating travel arrangements, managing communication across different time zones, and ensuring that executives have the necessary support while on the move.

High-Pressure Situations:

• The executive administrator may encounter high-pressure situations, such as tight deadlines, critical meetings, or unexpected crises. The ability to remain calm under pressure, prioritize tasks effectively, and make quick decisions is essential in such situations.

Confidentiality and Discretion:

• Given the nature of the information handled by the executive administrator, maintaining confidentiality and exercising discretion is paramount. The job operates within a context where sensitive information, strategic plans, and executive discussions must be safeguarded at all times.
• Uphold the Astron Values of 
• Safety
• Results Focussed  
• Integrity & Courage
• People-centric 
• Collaboration & Synergy 

Professional Qualification and Certifications: Business Administration/Management, or other tertiary qualification.

Work Experience:

• 3 – 5 years’ experience in a corporate environment
• In a business administration and or project management role

Knowledge and skills:     

• Proficiency in MS Office (Word, Excel, PowerPoint, Visio, Electronic Mail and Calendar, and Projects)
• Knowledge of SAP R/3
• Knowledge of Concur
• Ability to work under pressure (essential)
• Strong initiative and ability to think and work independently (essential)
• Strong Planning and organizing skills (critical)
• Strong Customer relationships and interactions skills (critical)