Personal Assistant: GM: Retail, HSEQ, Strategy

Country

South Africa

Location

South Africa

Workplace Location

JOHANNESBURG (ZAF)

Employer Company

TotalEnergies Marketing South Africa (Pty) Ltd

Domain

Secretarial/Administrative Support

Type of Contract

Regular position

Experience

Minimum 3 years

Candidate Profile

• Education: A diploma in secretarial studies and/or administration or equivalent is preferable.
• Experience: Minimum of 3 years supporting senior-level executives or in a senior secretarial or administrative role.
• Skills:
  • Excellent organizational and administrative skills.
  • Ability to multi-task.
  • Excellent relationship skills and ability to work with people from all levels and areas of the business.
  • Sound knowledge of Microsoft Office suite.
  • Knowledge of SAP and Purchasing modules is an added advantage.
  • Ability to use initiative and foresight to prioritize and assist the GM in achieving goals and meeting deadlines.
  • Key competencies include honesty and integrity, adherence to principles, values, policies, and procedures, delivering results, meeting customer expectations, attention to detail, and teamwork.
  • English is the working language.

Activities

Office Management of the Retail, HSEQ & Strategy

• Manage and prioritize diaries of the GM: Strategy, Retail, HSEQ.
• Maintain effective diary planning and coordinate meetings with staff and external parties.
• Prepare & manage GM’s travel (local & international) ensuring cost containment or savings.
• Arrange travel insurance, subsistence allowance in line with policy. Prepare invitation letters for staff traveling globally and international guests visiting South Africa.
• Maintain, sort, route email, mail, and file documents as required.
• Answer/manage all telephonic/electronic and/or written official correspondence between the GM’s office and other offices/parties.
• Continuously follow up on tasks to ensure smooth transitions.
• Liaise regularly and proactively with the MD’s office, as well as the GMs and PAs.
• Prepare communication/messages/announcements for the GM’s review and approval.
• Source venues for management meetings, both internal and external.
• Maintain effective communication flow between GMs, staff, and management.
• Provide a professional approach to clients daily.
• Refer clients with queries or problems to the relevant people concerned.
• Provide professional communication skills at all times.
• Assist staff with ad hoc tasks where required.

Document Management: Retail, HSEQ & Strategy

• Complete expense claims for all GM, Retail, HSEQ, and Strategy according to policies and procedures.
• Ensure processing of PO’s in liaison with Divisional Managers, GM, and Accounts Payable.
• Manage and maintain confidential documents submitted to the GM’s office by internal and external stakeholders.
• Create a distribution list, check accuracy before broadcasting Retail, HSEQ, and Strategy bulletins to all staff and MANCOM.

Coordination of Functions and Events: Retail, HSEQ & Strategy

• Manage all staff welfare activities such as sending flowers, well wishes, condolences, anniversaries, etc.
• Coordinate and manage all conferences and staff getaways, prepare itineraries for events and guests.
• Source venues for conferences within budgets.
• Assist with gift selections, speakers, and team-building activities.
• Assist all teams with team breakaways.
• Assist the marketing team with marketing initiatives.

Safe Working Practices & Quality (HSE)

• Observe and practice safe working methods like using equipment safely and correctly at all times and report any potential hazards.
• Incorporate continuous improvement on work processes for better service delivery.
• Maintain strict confidentiality (clean desk policy) on all matters pertaining to the GM’s office.
• Feedback to stakeholders on queries raised with GM within 24 hours or earlier and obtain regular feedback from clients.
• Effectively manage and minimize HSE risk within the area of responsibility by ensuring:
  • Compliance with all HSE policies, rules, guidelines, and legal requirements.
  • Promotion of a safe working environment and positive contribution to the company HSE KPIs and risk reduction strategies.
  • Identification and enforcement of HSE competency requirements within the area of responsibility.

Context & Environment

• Work with various stakeholders and staff on diverse matters, both internal and external, maintaining a professional level of communication and maturity.
• Be customer-focused and professional at all times.