Executive Assistant

Recruiter:

Indipath Recruitment

Job Ref:

JHB000163/Petu

Date posted:

Tuesday, April 23, 2024

Location:

Merebank , South Africa

SUMMARY:

Reporting to the Head of HR, the Executive Assistant will play a pivotal role in supporting the efficient functioning of the Human Resources department. The responsibilities will encompass a wide range of administrative and organizational tasks, ensuring smooth operations and enabling the Head of HR to focus on strategic initiatives. This role requires exceptional organizational skills, discretion, and the ability to handle sensitive information with confidentiality.

POSITION INFO:
Profile Requirements

Bachelor'degree in Business Administration, Human Resources, or a related field preferred. Honours Degree will be advantageous.
Strong communication skills, both written and verbal, with a professional and courteous demeanor.
Excellent stakeholder management.
Highly collaborative and approachable with strong soft skills and ability to lead a team.
High level of organization, attention to detail, professionalism, and reliability.

Experience

5 - 8 years of proven experience as an executive assistant or administrative assistant, preferably in a human resources or corporate environment.
Proficiency in office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Ability to priorities and manage work in a fast-paced environment across multiple projects and work streams with competing time/resource demands.

Key Performance Areas:

Provide comprehensive administrative support to the Head of HR, including managing calendars, scheduling appointments, handling correspondence, and organizing documents.
Arrange and coordinate meetings, conferences, and appointments for the Head of HR, ensuring all necessary resources and materials are prepared in advance.
Act as a primary point of contact for internal and external communications, filtering and prioritizing correspondence, phone calls, and emails on behalf of the Head of HR.
Make travel arrangements, including flights, accommodations, and transportation, for the Head of HR as required.
Prepare and edit documents, presentations, and reports for the HR department, ensuring accuracy and professionalism.
Maintain and organize confidential HR files, records, and databases, ensuring compliance with data protection regulations.
Support HR-led change initiatives by developing communication materials that address employee concerns, promote understanding, and encourage buy-in.
Assist in the development and implementation of communication plans to support HR initiatives, including employee engagement programs, policy changes, benefits administration, and talent management processes.
Provide communication support for HR-led events, such as town hall meetings, training sessions, workshops, and employee recognition programs, including promotional materials and event coordination.
Maintain confidential records, files, and databases, ensuring accuracy and accessibility while exercising discretion and confidentiality.
Assist in the preparation and distribution of reports, presentations, and other materials for internal meetings, board meetings, and executive-level presentations.
Conduct research and gather data on HR-related topics, trends, and best practices
to support decision-making and strategic initiatives.
Undertake special projects and assignments as directed by the Head of HR,
demonstrating flexibility and adaptability in handling diverse tasks and
responsibilities.
Collaborate with HR team members, as well as cross-functional teams such as
Marketing, IT, and Corporate Communications, to align messaging, branding
standards, and communication strategies.
Ensure that all communication materials and activities adhere to relevant
regulations, policies, and guidelines, including data privacy and confidentiality requirements.

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