Assistant Administrative

Overview

The shared services department provide support functions at a national level to ensure the effective and efficient functioning of various finance and administrative functions. Under the guidance of the local Team lead, you will assist and support the corporate leadership in their day-to-day functions. You will be accountable for efficiently handling a wide range of support duties of administrative and organisational nature.

Job Description

What you will do in this fast-paced role:

Planning and execution
Ensure the effective coordination, planning and running of meetings and events of assigned leadership. Assist with the effective preparation and planning of supported department’s activities. Oversee the efficient daily management of calendars and support the effective functioning of virtual and in-person office activities. Utilise tools, processes and communication and work collaboratively and proactively to support the efficient management of leadership’s calendars and activities. Effectively plan, coordinate and communicate travel arrangements and complete expense submission reports. Organise own workload to ensure accurate and timely execution of duties.

Continuous improvement
Contribute to and support the development and implementation of CI and other project activities in collaboration with own and other teams.

Stakeholder Management
Seek to ensure the leadership utilises their time effectively and efficiently by managing meeting requests and calendars to assist in the most effective utilisation of their time. Liaise with points of contact to ensure efficiency in daily management of workload and processes. Maintain lists of internal and external contacts.

Information Management
Ensure the proper application of office procedures and processes to manage, retain and safeguard information. Facilitate and enable data sharing and communication to increase transparency and efficiency. Identify relevant areas of improvements and ensure access to information while maintaining strict confidentiality where necessary.

Organizational Efficiencies
Promote the use of tools, mechanisms and processes to help the offices function more transparently, efficiently and effectively and participate in efforts on processes and procedures to improve the overall functioning of the offices within the organisation. Contribute to the identification of opportunities for organisational efficiencies within own field of expertise.

Representation of Value and brand
Act as the ambassador of the company’s values and leadership principles. Act to fulfill the values and vision of the company

Knowledge sharing
Facilitate the sharing of information to increase the group’s overall capacities and knowledge and take part in ensuring that information is accessible.

Job Requirements

What your resume with demonstrate to us: