Executive Assistant - Kempton Park at De Beers Group

Job Description

• The purpose of the Executive Assistant is to provide pro-active, professional and confidential secretarial and administrative support to the Senior Vice President (SVP) and provide support to the Senior Management Team.

Key Responsibilities include:

• Provide full secretarial and administrative support to the SVP and senior management team on request and coordinate Sightholder Sales South Africa Corporate calendar.
• Undertake extensive and proficient diary management including the monitoring and effectiveness of regular meetings.
• Take minutes of meetings ensuring fair representation of proceedings.
• Ensure general office requirements such as facilities, stationery and equipment is adequate and available as required.
• Coordinate relevant functions as appropriate, attend to, amongst other things bookings, travel, itineraries, accommodation, invitation lists, catering, venue and payments.
• Prepare presentation material, using best business practice.
• Organize and prepare detailed programs for external visitors.
• Manage SVP’s business expenditure, ensuring online credit cards expenses are coded and processed in a prompt and correct manner.
• Process invoices onto SAP in an efficient and timely manner (ensuring to meet Finance deadlines).
• Ensure passports/visas/driving licenses are up to date and issued accordingly.
• Partner with Customer Management (KAMS, Food Committees, etc) and Management to establish the service required, ensure defined services are delivered satisfactorily and within contracted levels and introduce new innovative products and services in line with client requirement.
• Implement Service Level Agreement’s (SLA) /contracts for each of the delivery areas (office services) and ensure delivery against those agreements with service providers (external and internal).

Qualifications

• Grade 12 and Secretarial Diploma or National Diploma in General Office Administration
• Bachelor’s degree will be an added advantage

Role-specific knowledge and experience:

• Relevant general office administration experience
• SAP experience
• Event management and coordination