Fidelity Services Group
Closing Date 04 December 2020
Overall Purpose of the Job:
The above position is vacant at Head Office – Midrand, reporting to New business development Executive.
Overall purpose of the job: To effectively and efficiently perform the general secretarial functions and to ensure effective completion of all administration duties. This encompasses handling all documentation/correspondence, filing, office admin, travel arrangements, appointments/meetings, visitors, suppliers/customers.
Minimum qualifications and experience:
3+ years in an Executive Assistant capacity to Executive/Senior Management
Office Management experience
Advanced Microsoft Office knowledge/experience
Duties & Responsibilities:
Proactively establish and maintain effective working team relationships with all support departments.
Daily update of project board and technical activities..
Take ownership of escalated queries, ensuring resolution and follow up with clients.
Work closely with staff members to identify and resolve client queries.
To coordinate and book all meetings, clients and management and one to one with individual staff
Take minutes at meetings as and when required
Ensure that agendas and minutes are distributed timeously
Ensure that meetings are co-ordinated ,via email, phone
Ensure accurate minutes of meetings are recorded either on a daily, weekly or monthly basis
To maintain the General Manager’s diary
To type correspondence as and when required
To maintain the General Manager’s filing systems
To ensure all outgoing documentation/ is distributed
To screen all documentation/correspondence for the General Manager, prioritise it and obtain required information from all departments
To answer and screen all calls to the General Manager
Control of purchase orders
Telephonic assistance with any problems/complaints that reach the Commercial Sales department
To make travel and accommodation arrangements for the General Manager or other individuals when required
Ensure that travel and accommodation arrangements are within budget
To screen and receive any visitors to the General Manager’s office, ensuring clients are comfortable and refreshed
To carry out any ad-hoc functions which the HOD may require from time to time.
To assist any staff requiring an appointment with the General Manager
Internal customer focus – maintain good internal customer relations, adhering to policies, guidelines, departmental processes and highlight key deliverables
Assisting with resolution of customer complaints providing feedback and driving to solution or escalation
Skills and behavioural competencies:
Delivery-orientated and deadline-driven
Sensitivity to confidential matters is required
High emotional intelligence (EQ) required
Attention to detail
Professional interpersonal communication (written and verbal)
Able to function in an unstructured environment
Build relationships across the business
Ownership and accountability
Collaborate across boundaries
We reserve the right not to make an appointment to any advertised position. Whilst preference is given to existing employees at all times and the choice made is purely on merit, Historically Disadvantaged Candidates and Black Female Candidates are encouraged and supported in the FSG team.
Fidelity Services Group (Pty) Ltd supports global fair practice and business ethics on continuous development of our human capital as the key resource to our success in the markets in which we participate.