Personal Assistant - Company Secretary
Listing reference: atns_000071
Listing status: Under Review
Apply by: 22 April 2021
Position summary
Industry: Aviation & Aerospace
Job category: Admin, Office Support and Services
Location: Bedfordview
Contract: Permanent
EE position: Yes
Introduction
Personal Assistant
Applications are invited for the position of Personal Assistant (Grade 10) based at Bruma. The successful applicants will be reporting to the Company Secretary .
Job description
· Monitor and control the budget and expenditure for the office of the Executive
· Minute taking, typing and preparation of necessary meeting documentation timeously
· Preparation of high level monthly and/or quarterly reports and correspondence
· Review content and conduct relevant pre-screening and re-direction of all documents submitted to the office
· Establish systems to ensure proper information and document management within the office
· Procurement and budget management including systematic repository of resource in hardcopy and e-format
· Diary management for the Chairperson of the Board, ATNS directors for ATNS related matters
· Preparing and organizing internal and external meetings
· Planning and co-ordination of travel arrangements
· Coordination of divisional meetings for the Executive
· Development of a divisional Year-Plan
· Liaison with appointed travel office for quotations and information
· All travel arrangements for the Executive, the Chairperson of the Board, ATNS Directors, itineraries, visas application processes, flights, flight check-in, transfers, accommodation and allowances
· Interact with internal and external clients on behalf of the Executive to facilitate problem solving
· Prepare and follow up of Key Performance Areas documentation
· Coordinate and arrange performance management sessions with the executive team
· Arrange departmental meetings and one on one sessions
· Proactively coordinate and follow up on projects and actions delegated by the executive and management team
· Proficient in the implementation of ISO procedures as per the Quality manual
· Facilitate the review of the QMS Procedures, Directives and Instructions
· Publish QMS Procedures, Directives & Instructions on Portal.
· Update the ISO Quality Manual and Management Reference files
· Responsible management the administrative requirements of the directors of ATNS
· Manage and monitor directors declarations and disclosure and ensure that this is disclosed in accordance with legislation
· Responsible for the management of the administrative requirements of the Office of the Company Secretary in as far as it relates to the ATNS members of Executive Management;
· Responsible for and acts as the main liaison between the Office of the Company Secretary and the Office of the CEO;
· Engages with and manages communication with the Department of Transport and the Ministers office as support to the Company Secretary;
· Engages with internal and external stakeholders in relation to the Office of the company secretary such as the travel office, suppliers, supply chain, finance and related
Minimum requirements
· Diploma in Secretarial or Office Management or Administration
· Minimum NQF Level 5
· Desirable: Project Management qualification
· 5 -7 Years experience as a Personal Assistant at Executive Level or in a similar Administrative role. Must have experience working with a diverse Board of Directors. In-depth knowledge of MS Office.
