Executive Assistant - (ADM-L4.7) at Zutari

Role responsibilities

• Establishing and maintaining effective internal communication processes that ensure the flow of relevant information.
• Manage schedules by planning and scheduling meetings, conferences, teleconferences, travel, accommodation, etc.
• Maintain excellent relationships with external/internal clients, including detailed contact information, client bio’s, birthday dates etc.
• Manage and coordinate communications both internally and externally.
• Develop and format documentation using appropriate software
• Management of appointed budgets / calendar management.
• Support and stand in for other activities as and when required.
• General Unit related administration (incl. printing and collating documents, issuing of information, maintaining register).
• Create & prepare documents for online signatures, including bulk drawing transmittals – Signiflow.
• VMS (capturing) - super user prepare docs and register new vendors and link to projects.
• People related Staff support (training application forms, Certifications, etc).
• Travel & Accommodation Arrangements (incl. FOREX & Visa Applications)
• Assist with Expense claims.
• Updating CVs & Retrieving CVs, Professional Registrations, Qualifications, Reference Letters and Company Documents for tender requests and tender compilation (coordinate updates where required).
• Work required by BSS.
• Attending to the Zutari DoA (Delegation of Authority) approval coordination.
• Update Resource schedule.
• Change of staff documentation with employer, e.g., changing site staff, site benefit agreements, processing.
• Retrieving information from procurement websites where tenders and information is advertised and making relevant units aware of the opportunities.
• Exporting the Project Experience Data (PED) for tenders and Client review.
• Preparation of tenders and proposals and completion of tender returnable.
• Process of loading Variation orders.
• Championing ISO 9001 standards and providing exceptional HSE support (incl. champion for Zutari methodologies within unit).
• QES coordinator for office.
• Grammatical review, formatting, editing of reports and written documents.  Typist on reports and written communication.  Compile project reports when required.
• Compilation of minutes of meetings (incl. unit management and technical project meetings).
• Support and Assistance with OMS and PRAF completion and signature (regular maintenance and management required).
• Attending to project administrative assistance housekeeping of project and admin folders / including Proposal and Project Folders on Zugle / SharePoint / Vantagepoint.
• Documentation control: Open SharePoint Folders and add team members.
• Assist with organising yearly medical fitness assessment for all LND and BTE staff in Tshwane.
• Organise advance claims from creditors and process recons for office events/ arrange functions, farewells.
• Fulfil a supporting role to the Client Director and Operations Director.
• Compilation of International Travel Plan & JMP.
• Compiling Agreements such as PROCSA and in-house purchasing.
• Arranging PI & PL certificates.
• Fill out requisitions and arrange stationery.

Minimum requirements

• Minimum of 5 years of relevant experience in similar role
• A strong background in Office support and assisting in projects.
• Ability to produce high quality work.
• A willingness to learn.
• A strong interest in working on innovative and complex projects.
• A passion for design data management and coding (beneficial)
• We believe that a diverse workforce is key to our business success.  We seek the best people for our jobs based on their skills, qualifications, and experience.  We embrace the principle of equal opportunity in employment and work towards eliminating all forms of unlawful discrimination in our employment practices.  In support of diversity and the equal opportunity principle, preference will be given to individuals from designated groups in South Africa.