Personal assistant

WSP is one of the most diverse consulting firms in Africa. To further our strategic business execution plan, we are seeking leaders that share our guiding principles – we value our people and our reputation; we are locally dedicated with international scale; we are future-focused and challenge the status quo; we foster collaboration in everything we do and we have an empowering culture and hold ourselves accountable. We are committed to the achievement and maintenance of diversity and equity in employment.

You will be responsible for providing a high level of professional administrative and business support to at least three (3) executive business leaders. You will be required to provide leadership guidance and possibly line management responsibility to other administrative employees. You will be expected to use your own initiative, provide succinct and effective administrative and business support, using a flexible and adaptable approach. You will act as a gatekeeper allowing the Executive Directors you support to focus on their core activities and make best use of their time. You will have an eye for detail and the ability to work quickly, independently and efficiently.

KEY RESPONSIBILITIES:

•Provide high level of professional support to our business leaders
•Extensive and complex diary management across multiple time zones
•Extensive inbox and email management
•Organize and coordinate meetings ensuring facilities and logistics are established. Prepare and distribute agendas and documents in good time. Take minutes, note actions and demonstrate responsibility in seeing that actions are completed to an agreed timeframe. Participate and contribute to the meeting where appropriate.
•Ensure Directors have all relevant information required for all meetings (meeting content, directions, documents, business cards etc.)
•Manage tasks and queries on behalf of the Director(s) in a timely manner with the ability to establish priorities based on an understanding of the business and strategy
•Undertake activities for clients and bids as a priority
•Where present welcome visitors to the office ensuring compliance with office requirements regarding visitors’ book, local inductions, fire alarms, facilities, etc.
•Receive and prioritise calls, answer questions and connect to the appropriate person to ensure efficient and customer-focused phone handling.
•Assist Directors with the completion of expenses, timesheets and absences and act as a substitute on behalf of your director where necessary
•Liaise with relevant internal stakeholder and teams to deliver marketing material, proposal documents, reports and presentations ensuring quality and consistency of output that meet WSP’s standards and guidelines.
•Responsible for booking local and international travel, including visas, flights, accommodation, car hire using WSP’s approved Travel Provider
•Exco: prepare the pack with input from various BU. Attend meeting and take down action items
•Board Pack: assist with collating the reports from the head of BU, assist with MD report and support Company Secretary with the distribution of pack.
•Printing of all packs and ensuring action items are followed up timeously
•High-level assistance to the Financial Director and the finance team – setting up for weekly / monthly/quarterly meetings.
•Booking of meeting rooms and ensuring set up is coordinated prior to meetings
•Attend to MD and ad hoc errands as and when required
•Responsible for preparation and distribution of internal and external communications
•Proactively contribute to ensuring a safe and healthy working environment
•There may be a requirement to travel to other offices/venues as necessary, for meetings and staff conferences/roadshows

HEALTH AND SAFETY:

•Role model standards for SHEQ performance and behaviour consistent with the company’s health, safety, environmental and quality vision and policies by influencing those around you
•Contributing to the identification of SHEQ risks and driving processes to achieve Zero Harm
•Embracing, displaying and promoting the company values and ensuring a safe working environment is maintained at all times

•Relevant administrative qualification preferred
•Extensive experience in delivering a high-quality business administration service in demanding and pressurized environments.
•5-7 years proven experience in a similar role, supporting high-level Business Executives
•A desire to work in a fast-paced environment
•Strong written and verbal English communication skills
•Professional Services / Consultancy / Engineering background is desired
•Fully conversant to an advanced level in the complete Microsoft Suite including Word, Excel, PowerPoint and Office

KEY COMPETENCIES AND GENERIC SKILLS:

The following skills are essential:

•Excellent attention to detail
•Ability to plan, problem-solve and act as a gatekeeper
•Ability to work independently and as part of a team
•Ability to create a network both internally and externally
•Ability to demonstrate discretion at all time, handling information in a confidential manner
•Excellent organizational and interpersonal skills with the ability to meet deadlines
•Communicates openly, keeping people informed and proactively sharing knowledge
•The ability and willingness to provide support and collaborate with other Personal Assistants and support staff during times of heavy workload and absences
•Interaction with others using appropriate communication to influence in a tactful manner, with the understanding of cultural and business differences as well as corporate political sensitive issues

Behaviours & interpersonal skills:

•Behaves in a way that is consistent with WSP’s values – with fairness, honesty and integrity
•Always maintains confidentiality
•Works well under pressure, self-reliant and able to use own initiative
•Adaptability in adjusting to the allocated directors’ specific ways of working
•Learns from experience and takes on board constructive feedback
•Demonstrates an interest in learning new things
•Continues to develop professionally and technically
•Positive personality and a self-starter
•Demonstrates the ability and willingness to take ownership and responsibility
•Possess a professional and confident manner when talking to clients and colleagues
•Builds effective working relationships with colleagues across the organization