Team Assistant

Purpose of Job

• To provide administrative/secretarial services to the relevant team thereby also assumes responsibility for general departmental operations.
• To play a vital part in the administration and smooth-running of the team.
• To provide high level support services that impact the effectiveness of the managers and functional area.

Key Accountabilities

• Manage day to day operational and administrative duties to provide support to the team.
• Arrange meetings, prepare agendas and keep complete and accurate minutes.
• Facilitate the workflow of managers by managing their diaries.
• Assist with the compilation and preparation of submissions.
• Issue approved discussion and management reports on same day or day after approval including updating thereof in the reporting module.
• Ensure all documentation distributed have a professional appearance, are free of review notes, mark-ups, spelling errors and comply with all format and branding requirements.
• Assist colleagues with correct report distribution by keeping the distribution list up to date with changes.
• Serve as a departmental resource for word processing, power point and spreadsheet application.
• Produce departmental correspondence and documents and maintain presentations, records, spreadsheets and databases.
• Manage the departmental travel and accommodation local and abroad.
• Arrange both in-house and external events such as conferences, meetings.
• Log IT and operational problems and requests on behalf of the team and ensure that they are resolved.
• Answer telephone to take messages and respond to inquiries within assigned scope of responsibility.
• Develop and carry out an efficient documentation and filing system in order to maintain accurate storage and distribution of departmental records and files.
• Complete forms in accordance with company procedures.
• Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints.
• Maintain schedule and arrangements for activities such as purchase, receipt, dispatch, and delivery of goods and services.
• Load PRs and invoices and follow-up on payments.

Formal Education

• National Senior Certificate or N3

Working Experience

• Experience: 3+ relevant years