Office Management -.Plan, manage and maintain the executive’s schedule with due consideration of the Corporate Calendar and relevant events, demonstrating an awareness and understanding of business priorities and challenges and the impact thereof on business operations. This includes daily time management and consultation with relevant stakeholders to ensure optimisation of the executive’s time, availability and contribution;  Act as first point of contact, representative and information source for the executive’s office, and respond to basic queries and requests for information;  Receive and welcome VIPs and visitors courteously and professionally. Screen all incoming calls of the executive and divert or take messages. Respond to queries where possible on behalf of the executive in his/her absence;  Schedule and arrange meetings for the executive nationally and internationally, ensuring that agendas are prepared, required inputs are received from all parties concerned, and that all relevant documentation is in order;  Brief and update the executive on the context of meetings in advance, as well as the input required from him/her at the meeting. Pro-actively determine and obtain relevant information required to support the executive’s contribution;  Source and arrange external venues when required for strategic planning, gala events or other occasions. Coordinate logistics as required;  Coordinate and manage executive scheduling, prepare and organize important business and strategic documents and materials, and support Exco and Board meetings through the preparation of materials or as required. Provide critical business information, and ensure meetings and materials are efficient and effective;  Coordinate local and international travel, accommodation and subsistence for the executive when required, including currency and account reconciliation;  Establish and maintain an effective and secure e-filing and document management system for fast retrieval of data and information required; Ensure efficient use of technology, optimisation of available equipment, and effective functioning of all systems and equipment on an ongoing basis;  Being proficient in office management technology, processes, and practices, advise secretaries in the organisation on the implementation of office management best practice. Continually review and suggest changes to office management processes and practices in order to streamline operations and enhance effectiveness;  Order office equipment, stationery, refreshments, and any other necessities for the executive’s office when required;  Ensure that adequate levels of the required stationery are maintained.

Administration -  Prepare business correspondence accurately, timeously and as specified for review and approval by the executive;  Process highly sensitive and confidential financial, legal, personnel and institutional information while exercising the required level of discretion;  Take minutes of meetings for executives as requested and distribute to all relevant stakeholders. Monitor and confirm that actions arising from meetings are addressed;  Conduct first-line research for the executive when required, consulting relevant internal or external sources, and/or by doing desktop research. Analyse and summarise information in report-format for ease of use;  Draft letters, memorandums and other written communication, collate relevant information and prepare/type all requested documents accurately and timeously;  Compile performance contracts for the members of the executive leadership team based on relevant information provided;  Compile quarterly reports for the Department of Transport in line with relevant guidelines provided;  Prepare a basic expenditure report for the executive’s office including variances to the budget on a monthly basis, monitor the flow of funds, and keep the executive updated and informed;  Develop PowerPoint and Excel presentations in line with the executive’s requirements.

Stakeholder Relations Management - Establish and maintain sound relationships with all relevant stakeholders such as Board members, Exco members, and general staff and stakeholders;  Liaise with and engage relevant stakeholders courteously and competently in dealing with issues and queries, assisting with communication to and from the executive’s office, and managing incoming and outgoing instructions and responses to and from the executive;  Set the standard of executive office protocol, i.e. the way things are done in terms of executive office management processes and practices, including stakeholder relations management;  Follow executive office protocol at all times, demonstrating social and cultural awareness for the stature and position of visitors and internal staff;  Ensure that ATNS’ corporate identity is accurately reflected in and around the executive’s office, i.e. in brochures, booklets, stationery, etc   Liaise and interface with relevant internal and external stakeholders such as suppliers, senior government officials, clients, and other executives as required, conveying information accurately, competently and courteously whilst maintaining the required level of confidentiality and discretion;  Maintain effective communication channels at all times to keep the executive informed of important issues whether in the office or travelling abroad.

Leadership Development Tasks - Arrange and coordinate leadership development plans and sessions;  Act as a role model and mentor for secretaries in the organisation;  Provide guidance on protocol and correct office management practices and procedures to ensure that professional standards are maintained in respect of executive assistance and support;  May supervise lower-level employees when required.