Executive Team Coordinator (HR Executive Office)

Executive Team Coordinator with exceptional communication skills  (For the HR Executive Office) 

Industry – Banking (6 month contract)

Role Purpose –

Partner the leaders of the HR Executive team in delivery of a wide range of routine administrative, office management and very complex operational responsibilities. Including but are not limited to:

• Financial, Office and Team Administration (governance) and Executive Office Communications
• Project Coordination including e.g., large scale events from scoping to execution
• Procurement and Vendor Management
• Executive Office Communications
• Customer (external/internal query management/ resolution)
• Mentorship/ coaching of HR Team Assistants
• Stakeholder management

Accountabilities

Financial, Office and Team Administration

Proactively coordinate team diaries, schedules/leverage solid understanding of business context, strategic and operational agenda to make workable recommendations to Central Office team concerning time management, prioritization etc for optimal effectiveness

• Work collaboratively across Enterprise-Wide HR, Board (as necessary) and Group Exco secretariat teams to define the annual HR and Group Exco Calendars
• Package (customer centric) and proactively communicate Group and HR Calendars to HR Leadership Teams and critical stakeholders
• Coordinate and manage all team logistics e.g., travel, meetings, catering, diaries and proactively package itineraries, visa, travel requirement documentation, meeting schedules, pick-ups / drop offs etc. and communicate relevant details to all team members (ready the team for action – enabling the team to be more effective and efficient by not needing to follow up and ask)
• Design, implement effective planning and communication processes to flag preparation requirements to respective team members ahead of scheduled meetings, events, committees, board etc.
• Coordinate matters arising from Board, Exco (and sub-committee) meetings to contribute to and efficient overall GHR Exco governance and management function
• Support Business Operations Team by coordinating input requirements of teams for key calendar milestones ensuring timeous submissions to organisation wide secretariats
• Act as the point of coordination for key business requirements and ensure all requirements are met by teams e.g., attendance at forums, meetings, events, training, performance, submissions etc.
• First point of contact for office of HR Executive and ensure all requests (calls, correspondence) are actioned/ closed by relevant team members
• Implement and maintain office and team administration systems including (meeting minutes, agendas, customer engagements, schedules (such as leave performance etc.), calendars and milestone delivery dates, templates, tools)
• Manage financial transactions for office of the HR Executive (All team members). This may include, but is not limited to invoicing, payments, expense claims etc.
• Track and manage incoming and outgoing payments and receipts (over/underspend) support Business Operations team in resolution
• Identify risks associated with office of the HR Executive and recommend solutions in mitigation e.g., late submissions, availability issues, over / under spend, late expenses, etc.
• Expertly manage all incoming / outgoing communications and requests and proactively identify and mitigate associated risks (e.g., serious complaints, whistleblowing etc.)
• Support HR Business Operations team with drafting and managing communications and correspondence to various stakeholders from office of HR Executive. (Reading and routing e-mails, drafting letters/documents, collecting /analysing information
• Prepare/ research various communications e.g., presentations, emails, announcements, and other correspondence (ensure it reflects the style of the Executives communications)
• People related administration e.g., onboarding, recruitment processes etc
• Continuously improve document management systems and processes
• Expertly minute taking (draft relevant and contextual feedback)

Project Coordination

Lead and-to-end project coordination/ administration of both small- and large-scale events

e.g., conferences, meetings, award functions etc (may include data collection and analysis projects, bespoke system creation, implementation, and training)

• Distil event requirements and objectives and independently identify and scope solutions and proposals for the team e.g., theme, venues, décor, food, budget
• Identify and source suppliers and coordinate the end-to-end procurement and payment
• Operationalise all event / project requirements
• Continuously research market for new and innovative ideas for conferencing, events etc.
• Coordinate and manage all logistics for projects and events e.g.

People

• Team coordination centre providing expertise thus enabling other team coordinators through mentorship and coaching on complex projects, problems, communications
• Represent and coordinate team coordinator roundtables and knowledge management approaches including supporting systems e.g., place to store templates, best practices etc.
• Coordinate team coordinator development e.g., conferences, secretaries’ day events etc.

Experience and Qualifications

• Matric and Relevant Business Administration and HR

Qualification and or Experience

• Expertise in various software / system requirements: MS Suite, Databases e.g., Access, ClickView, ERP systems e.g., SAP etc.
• (5-8) years’ experience business and office administration, policies, and practices (including, risk,

compliance and governance related to office administration)

• Exceptional written and verbal communication skills (proven track record in designing presentations, drafting communications (letters, reports, minutes) for senior audiences that include Group Exco members
• Able to leverage technology and software knowledge to create systems (e.g., schedules, spreadsheet templates etc.), databases and processes
• Proven track record in financial administration (Budget tracking, PO generation, Invoicing etc.)
• Proven track record in senior client relationship management
• Proven track record in project administration
• Preferred / Advantage Three (3) years’ experience in dealing with complex and multiple stakeholders
• Experience in working with and within an Agile project team / teams
• Future requirements may include an understanding of Agile methodologies and more specifically the administrative routines and processes (e.g., retro’s etc.) for the effective administrative support of these
• Is a trusted Team player
• HR domain experience to enable context and understanding of GHR agenda and related support services
• Exceptional at execution
• Strong service orientation and desire to contribute to HC agenda
• Exceptional attention to detail
• Can ‘connect the dots’ and enable work of all members of the team