Team Admin Assistant at Exxaro Resources

PURPOSE:

• To contribute to the overall effectiveness of one or more employees and provide support to team members by handling various tasks, ensuring that day-to-day operations run smoothly and that administrative processes are efficient.
• To handle routine administrative tasks and processes, such as managing calendars, scheduling meetings, preparing documents, and handling correspondence.
• To play a key role in facilitating communication within the team and between team members and other departments.
• To assist in organising events, managing project timelines, and helping team members meet deadlines.
• To maintain accurate and organised records, ensuring that information is accessible when needed; this may include data capture, data analysis, managing databases, tracking expenses, and preparing reports.
• To plan and organise logistics related to meetings, events, and travel; this may include scheduling, booking accommodations, and coordinating transportation for the team.
• To act as a point of contact for team members, providing assistance and support as needed; this could involve helping new team members with onboarding or assisting existing members with inquiries and requests.
• To handle unexpected challenges and resolve problems on behalf of the team; this may involve finding solutions to logistical issues, addressing administrative problems, or coordinating with other departments to resolve issues promptly.
• To contribute to fostering a positive team culture by organising team- building activities, social events, and maintaining a positive and inclusive work environment that strengthens team morale and collaboration.
• MAJOR CHALLENGES:
• Balancing workload and prioritising multiple tasks and competing demands.
• Adapting to changes in schedules, tasks, or projects requires flexibility and the ability to manage unexpected situations effectively.
• Maintaining a high level of discretion and confidentiality.
• Navigating office dynamics and maintaining a positive team culture.
• The specific duties of a Team Assistant may vary depending on the needs of the team or department.

Minimum Requirements
QUALIFICATIONS:

•    Grade 12/Standard 10 English (Essential/Minimum and)
•    N Cert: Secretary Office Administration (Essential/Minimum)
•    Diploma Office Administration (Recommended/Desirable)

EXPERIENCE: 

• 2-3 years Proven experience in a secretarial or administrative role. 
• Strong organisational, multitasking, and time-management skills. 
• Excellent interpersonal and communication skills. 
• Proficient in Microsoft Office Suite and other relevant software.
• Passionate about motivating and guiding a team. 
• Attention to detail, critical thinking, and problem-solving skills. 
• Ability to work independently and in a team environment. (Essential/Minimum) Operational

REQUIREMENTS: 

•    Psychometric Assessment (Essential/Minimum)
•    Certificate of Fitness (Essential/Minimum)

Duties & Responsibilities
Administrative and Support Services    

• Provide comprehensive administrative and support services to line manager and other team members within the department on a daily basis.
• •Handle email and correspondence and ensure effective communication within the office.
• Manage and organise schedules, appointments, and meetings for line manager and team members.
•  Prepare and distribute agendas, take meeting minutes, and follow up on action items.
• Assist in managing email correspondence and communications, resolving issues where possible and acting as a gatekeeper when necessary.

Budget Management    

• Assist in monitoring and managing the team's budget, including tracking expenses, processing invoices, and reporting to the appropriate stakeholders.

Communication and Cross Functional Coordination    

• Act as a point of contact for internal and external stakeholders, fostering effective communication and collaboration.
• Collaborate with other teams to support cross-functional projects and initiatives.

Compliance, Governance and Assurance    

• Comply with applicable processes, procedures, statutory laws and Regulations.
• Ensure document control systems/database processes/procedure are in accordance with procedural standards and regulatory reporting requirements.
• Ensure level of authorisations are applied within applicable processes.

Data and Document Management    

• Maintain and organise important documents, presentations, and reports in both physical and digital formats.
• Implement document version control and ensure the security and confidentiality of sensitive information.
• Support the development, implementation and change management requirements for new information management systems and processes within the team.

Event Planning and Coordination    

• Plan and coordinate team meetings, workshops, special events and roadshows, including logistics, catering, and necessary materials.
•  Collaborate with other departments to execute team events.

Facilities and Office Management    

• Oversee office space organisation and maintenance, ensuring a clean and productive workspace.
• Manage office supplies and equipment, coordinating with vendors for replenishment and maintenance.
• Handle incoming and outgoing mail, packages, and deliveries as needed.

Safe and Healthy Work Environment    

• Maintain and ensure a healthy environment, safe operations practices, ensuring compliance with all applicable Safety Health and Environmental (SHE) policies/procedures in line with set standards
• Encourage a culture that focuses on safety in all operations

Stakeholder and Client Relationship Management    

• Maintain relationships with both internal and external customers to promote team, department and overall company image.
• Interface with clients and attend to customer requests or complaints, conduct regular follow-ups to ensure problems have been resolved.
• Assist with arranging client visits.

Travel and Accommodation Arrangements    

• Coordinate travel arrangements, including booking flights, accommodations, and transportation for team members.
• Ensure travel itineraries and schedules are organised and communicated effectively.
• Compile documents for travel-related meetings.
• Accompany line and team managers when requested.

Behavioural Alignment    

Demonstrates the following:

• Creativity, collaboration, sociable and awareness to the ecosystem
• Stewardship, accountability, ability to develop trust, safety conscious and ethical
• Ability to respond quickly to business needs/agility, flexibility, continuous learning, innovation and proven ability to experiment on creative business solutions
• Ability to be inclusive, eagerness for multiple skills, embraces multiple cultures, accepts different approaches and be human-centric/empathetic
• Results oriented, quality driven, excellence, entrepreneurial abilities, efficient and effective