Executive Assistant to Group Executive – Mining

SUMMARY:
Our Client, a leader in the mining industry, is looking for a well experience and qualified Executive Assistant, reporting directly to the Group Executive, who will be providing executive support in a one-on-one working relationship with the Group Executive .

POSITION INFO:

• The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Group Executive.
• Will be expected to establish, build and maintain strong working relationships with all people across the organisation both in South Africa and Internationally
• The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.
• Must be creative and enjoy working within leading mining organisation, liaising with various Senior management and must be mission-driven, results-driven and deadline oriented.
• The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
• The Executive Assistant must have the ability to work independently and provide full support on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Roles and Responsibilities - Executive Support

• Completes a broad variety of administrative tasks for the Group Executive including:
• Managing an extremely active calendar of appointments; completing Reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plan, coordinates and ensure the Group Executive''s schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the Group Executive’s time and office.
• Communicates directly, and on behalf of the Group Executive, with Board members, operational Directors and other Senior management, international business partners, and others, on matters related to the Group Executive’s programmatic initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Group Executive, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the Group Executive ''s office and other internal departments; demonstrating leadership to maintain credibility, trust and support with Senior management staff.
• Works closely and effectively with the Group Executive, to keep the Group Executive well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the President updated.
• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the Group Executive ,some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Group Executive''s ability to effectively lead the company.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Board Support and Liaison

• Serves as the Group Executive''s administrative liaison to Company''s Board of Directors
• Assists Board members and other Senior Management with travel arrangements, lodging, and meal planning as needed
• Maintains discretion and confidentiality in relationships with the Group Executive, Board members, and other Senior Managers
• Adhere to compliance with applicable rules and regulations set in bylaws regarding Board and Board committee matters, including advance distribution of materials before meetings in electronic/paper format.
• Assist with KPI reporting;
• Identify improvements to processes, documentation and communication methods;
•  

Senior Management Liaison

• Participates as an adjunct member of the Executive Team including assisting in scheduling meetings, video conferencing, and attending all meetings
• Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings
• Facilitates cross-divisional coordination of travel and outreach plans

Communications, Partnerships, and Outreach

• Ensures that the Group Executive''s bio is kept updated and responds to requests for materials regarding the Group Executive and the organization in general
• Edits and completes first drafts for written communications to external stake holders
• Strategic Initiatives
•  Works with the Strategic Initiatives team in coordinating the Group Executive ''s outreach activities
• Follows up on contacts made by the Group Executive and supports the cultivation of ongoing relationships
• Edits all, and creates acknowledgement letters from the Group Executive

Education and Experience Requirements

• A relevant Diploma or equivalent, in Business Administration, Secretarial or relevant other. A Communications qualification will be highly advantageous
• Strong work tenure: 5 - 10 years of experience supporting  Executive Level, preferably in a mining environment or other multi-national corporate organization
• Extensive stakeholder engagement and management on an executive level
• Must have a proven track record in administration support at a senior level managing multiple leaders
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms, and other business communication software
• Ability to be proactive, prioritise, and have strong time management skills
• Flexibility with Ability to think “outside of the box” and strong problem-solving skills
• Experience and interest in internal and external communications

Individual Competencies and Skills

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
• Expert level written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity
• Highly Resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
• Highly Flexible, Forward looking thinker, who actively seeks opportunities and proposes solutions

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