Personal Assistant (JBH North) at eMedia Investments

Description

We are South African, we are African, we are global and we are unapologetic! We encompass the essence of what young people are in the country.

We are proudly Gauteng’s leading commercial youth radio station. We are the soundtrack to an urban-life; fast-paced, energetic and uplifting, with a mix of a few quiet moments to allow listeners to catch their breath in the middle of Jozi’s frenzy.  

We are a 75% music, 25% talk station. The sound of our station is a mixture of chart toppers, the constant introduction of new music and the most popular music amongst young people in the country. We play more than 50% local content. Our content is primed to tackle the issues that young people in the country are grappling with. We lead in promoting global trends in music and fashion. We also pride ourselves in nurturing the best young radio talent in the country, as well as discovering and supporting South African music and artists.

The station is owned by eMedia Holdings Limited, who have e.tv, eNCA, Openview HD and Sabido Properties amongst others in their stable.

As the Personal Assistant to MD you would be responsible for supporting the Managing Director in the day to day activities of the organization by handling all administrative functions of the MD’s office and handling compliance and invoice submission tasks. This position requires excellent organizational skills, attention to detail and the ability to manage competing priorities.

Key Performance Areas:

• Manage all invoicing and payment requirements for the business.
• Compiling and submitting compliance reports to ICASA.
• Keeping records and track all regulatory and compliance matters with key stakeholders eg. ICASA, SAMPRA, SAMRO, NAB, BCCSA & BRC 
• General administration required by the MD including keeping accurate records and a filing system of all matters, managing the Diary, minute taking, vehicle license tracking and renewals etc.
• Document management and drafting as and where required,
• Keep track and ensure all BBBEE requirements are managed.
• Manage and track the CSI activities of the brand.
• Assisting with any other reasonable task as assigned by the MD.

Key Performance Indicators:

Manage all invoicing and payment requirements for the business.

• Develop and maintain an electronic filing system that tracks all invoices received and paid by the business.
• Ensure that there are no duplication of monthly payments and all departmental invoices have the necessary approvals before uploading to the official authorization software.
• Ensure that all invoices are submitted to the finance department as per the deadlines stipulated.
• Monitor that all payments were made
• Ensure effective and professional communication with all suppliers to the business.
• Ensure that all payroll invoices are submitted and tracked with the payroll department.

-       Compiling and submitting compliance reports to ICASA  

• Develop a sound understanding of the business’ license conditions and keep track on compliance of the conditions throughout the year.
• Liaise with various department heads to ensure accurate record keeping of license requirements,
• Collate quarterly and annual reports as per the regulatory body requirements,
• Maintain professional relationships with the regulatory body representatives and ensure that prompt, accurate and appropriate responses and communication is maintained,
• Ensure reports are uploaded to the official authorization software at least 5 working days before submission deadline for the appropriate approvals and distribution to the regulatory body

Keeping records and track all regulatory and compliance matters with key stakeholders eg. ICASA, SAMPRA, SAMRO, NAB, BCCSA & BRC 

• Ensure that all BCCSA complaints are responded to by the relevant people and a record of all complaints or judgements is kept.
• Maintain a register of all legal and compliance matters addressed to the station

General administration required by the MD including keeping accurate records and a filing system of all matters, managing the Diary, minute taking, vehicle license tracking and renewals etc.

• Managing the MD diary as and where required
• Assisting MD with administration and operational tasks as and when required
• Completing all vendor application forms
• Maintaining records of all competition winners paid by the station
• Taking and distributing minutes of meetings as and when required.
• Ensure that all petrol cards are updated annually
• Ensure that all vehicles within the fleet are roadworthy and have the appropriate licensing
• Maintain a register of all equipment taken from the storeroom from time-to-time
• Keep abreast of trends within the target market of station and provide monthly trend reports to MD

Document management and drafting as and where required

• Vet all sales sponsorship and marketing agreements drafted by the station
• Draft, where necessary, agreements on behalf of the station for approval by the MD
• Liaise with the group legal team on all complexed matters

Keep track and ensure all BBBEE requirements are managed.

• keep updated records and documents of all suppliers paid by the station to assist in the BBBEE submission
• keep track of all training conducted by the station through the year

Manage and track the CSI activities of the brand

• Be party to a CSI committee that identifies and supports community projects throughout the year

Requirements

Qualification: A minimum BCOM Degree/ Law Degree advantageous 

Experience: preferred 2 years experience in a similar role/preferred 1 year experience in a legal environment. Must have a valid drivers license

Specific Professional Competencies:

Knowledge and Skills

• Proficiency in MS Office
• Detail Orientation
• Excellent communication skills
• Ability to think creatively and innovatively
• Professional judgement and discretion
• Excellent Written and Verbal Communication
• Good administrative skills
• Understanding of how the collating and processing of supplier invoicing system works would be advantageous
• Solutions Driven

Values and Behaviors

• Good at maintaining confidentiality of all information
• Professional
• Vibrant and energetic
• Capable of working independently
• Self-motivated
• Diligent reporting
• Reliable
• Quick Learner
• Team Player