Position Summary:
Provide a day-to-day operational personal assistant and secretarial/administration function and acts as the team’s first point of contact with people from both inside and outside the organisation. Coordinates business functions of the unit that include personnel administration, office co-ordination and budget monitoring and management. Ensure effective e-mail and diary management, administration management (including financial administration, project-related admin support) including the agile task board management on behalf of the team.
Key Responsibilities:
- Coordinate the ecoFT calendar and schedule ecoFT related meetings as requested by team members
- Assist with filing of documents related to team administration on the relevant MS Teams sites
- Ensure that work standards are in accordance with company policies and procedures.
- Tracking SHE related training of ecoFT team.
- Control stock of stationery and office supplies and ensure payments to suppliers are made within the appropriate timelines.
- Effective handling and screening of telephone calls and meeting schedules.
- Demonstrate understanding of relevant Sasol governing structures and guidelines.
- Procure services and materials on relevant systems in accordance with Sasol policies and procedures. Ensure effective document management.
- Manage general office housekeeping.
- Coordinate Exco and Board meeting administration including preparation and proof reading of board papers, agendas and distribution of documentation.
- Maintain information on the ecoFT Azure Dev Ops agile task boards.
- Maintain information on the Stakeholder relationship management system.
- Interface with internal (e.g. VPs and Senior Management and their PAs) to coordinate meetings and external service providers to coordinate travel, catering and stationery.
- Prepare document packs and briefing notes prior to meetings.
- Perform duties in a cost effective and timeous manner.
- Act as the first point of contact when interfacing with stakeholders and service providers.
- Maintain high performance and seek opportunities for personal growth.
- Ensure that sensitive information is handled in a confidential manner.
- Display and maintain professionalism in all dealings.
- Perform clerical functions such as diary management, preparing correspondence, receiving visitors, arranging conference calls, coordinating travel arrangements and providing effective technical support in Board preparation and presentations.
Required Education & Experience:
- High School / School Diploma or similar
- Min Experience 3+ relevant years