Business Support Administrator

Role Overview

• Provide high-quality administrative support to the Group Functions environment
• Coordinate calendars, meetings, and stakeholder engagements
• Prepare correspondence, presentations, reports, and meeting minutes
• Manage travel (local and international), including booking and itinerary coordination
• Coordinate events, venue bookings, and catering arrangements
• Responsible for office infrastructure, e.g. office equipment and ordering stationery
• Develop and manage an efficient filing system
• Accountable for completing tasks of a personal nature on behalf of the senior manager
• Support the Executive Managers by collating reports, business presentations, drafting correspondence and taking minutes for meetings chaired by the Executives (if required)
• Perform secretarial duties for executives and other senior employees in the team when required
• Effective management of diaries (scheduling of appointments, internal and external meetings and conferences, and ensuring timely resolution of calendar conflicts)
• Ensure that the Executives are equipped with necessary documentation to proceed with meetings
• Provide department with support in relation to arranging functions, venue bookings, and making travel arrangements when necessary
• Organise complex and detailed travel plans and itineraries (local and international), and compile documents for travel-related meetings
• Facilitate visas, forex and booking as well as logistics
• Could be accountable for the management of a budget or significant spending on a budget
• Manage and ensure the sign-off and processing of supplier invoices
• Maintains confidentiality of information
• Responsible for the procurement of assets, arranging relevant access and provision of relevant documentation for new hires reporting into the Executive Managers
• Ability to redirect tasks, queries and escalations to relevant Executive’s direct reports
• Supports vendors and external parties with logistics on behalf of executive manager

Requirements

• Grade 12
• A 3 year tertiary qualification in Business Administration, or equivalent experience
• 4 years relevant experience
• Proficiency in MS Office
• Some technical knowledge about area of operation
• Experience in managing budgets
• Excellent organisational skills
• Attention to detail
• Deadline orientated
• Ability to prioritise work in order of importance and risk
• Excellent communication and interpersonal skills
• Strong pro-active problem-solving skills
• Ability to work under pressure
• Good interpersonal skills
• High level of ownership and independence (able to run the office in the absence of the Executives for long periods of time)
• Adequate stakeholder management experience (working with Executives)

Benefits

• Health insurance
• Retirement plans
• Paid time off
• Flexible work arrangements
• Professional development