Vivo Energy

Executive Assistant

Sandton, Gauteng, ZA

Company: Vivo Energy

Category: Office and Administrative Support Occupations

Published on 2021-10-26T16:09:31.000000Z

Job Purpose :

Provide administrative support to the company's team, in particular to the Managing Director To be an interface between the Managing Director and his main interlocutors


Reports to MD. No subordinates

Principal Accountabilities:

Providing Administrative and Secretarial Support Diary management and administrative support for the MD Manage the departmental internal and external mail distribution system through effective liaison with the contracted service providers Keep and maintain an accurate record of files and electronic correspondence on behalf of the MD Prepare correspondence on behalf of the MD, including the drafting of general replies and expense claims Ensure MD Office is kept clean and supplied at all times Organize and manage business meetings, conferences, seminars, training / workshops and leisure days as needed Responsible for researching venue and negotiating prices, monitoring and managing related costs Maintain hotel accommodation/visitor travel database to ensure that all requests are made and tracked within CP guidelines Timely issuance of tickets, travel allowances, arranges transport for both inbound and outbound visitors Keep log of all ticket costs and travel related expenses in support of T&R process

Key Challenges :

The post holder has a key role in coordinating all administrative tasks within the business/department; this requires the ability to use interpersonal skills to deal with people who can be demanding.

The Executive Assistant is required to maintain complete confidentiality with regard to all information handled.

Job Knowledge, Skills & Experience: Bachelor's degree in Management, humanities, sociology or other related field with a minimum of 5 years' professional experience in personal assistance. Basic accounting skills, Good verbal and written skills. Computer software skills Competencies: Analytics Skills Negotiating Skills Sense of Humor Speed and Decisiveness Written and communication skill Cultural Awareness and Diversity IT skills

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