EXECUTIVE ASSISTANT – De Beers Group 992 views

The main purpose of this role is to provide a pro-active, professional, confidential and office management support and assistance to the senior management of De Beers Global Sightholder Sales (DBGSS). The successful candidate will manage the office of senior management from a secretarial perspective to enable the senior management to be effective. The office deals extensively with a high pressure stakeholder environment.

Duties to be carried out include the following

Office Management

• Manage Senior Management’s electronic diaries, incl. screening meeting requests, scheduling internal/external meetings, establishing priorities.
• Screen telephone calls; use discretion to route incoming calls as appropriate.
• Handle all incoming communication (mail, email, fax, etc.) using initiative to deal with appropriately and in a timely fashion.
• Research and collate information in respect of reports, presentations, etc.
• Maintain SM’s filing system

Financial Administration

• Manage business expenditure, ensuring online credit cards expenses are coded and processed in a prompt and correct manner.
• Process invoices onto SAP in an efficient and timely manner (ensuring to meet Finance deadlines).
• Keep a detailed up-to-date efficient filing system of all invoices processed including comprehensive spread sheet for budget control.
• Monitor travel to ensure Senior Managers’ travel costs remain within the approved budget

Travel Requirements

• Liaise with travel agents as necessary to arrange flights/transfers/accommodation for  business travel
• Ensure passports/visas/driving license are up to date and issued accordingly
• Maintain contact with Senior Managers whilst on business travel

General

• Provide full secretarial and administrative support to Senior Management of DBGSS.
• Extensive and proficient diary management including the monitoring and effectiveness of regular meetings for all senior direct reports.
• Screening of telephone calls, emails and correspondence, delegating where necessary
• Drafting of letters, dictation monitoring and replying to emails as and where appropriate, distributing to relevant senior management and ensuring appropriate follow up.
• Ensure general office requirements such as facilities, stationary, equipment etc. is adequate and available as required.
• Collate and distribute Board minutes and Board packs as appropriate.
• Arrange meetings/conference venues/ lunches and dinners for company events.
• Organise and prepare detailed programmes for external visitors.
• Act as cover for Senior Executive Assistant.

• Educated to Form 5 BGCSE (including Maths and English Language) and/or Educated to A level standard or equivalent
• Secretarial qualifications
• Microsoft Office suite

Experience

• Secretarial/ Personal Assistant experience having provided support to senior management
• Excellent IT system and office management skills
•  A track record of achievement

Knowledge and Skills

• Excellent communication, organisational, numeric and literacy skills.
• Ability to source, extract and maintain up to date data and information from various sources, for reference and presentation
• Highly pro-active, self-motivated and organised
• Experience in building effective relationships across cultures and organisations.
• Team player
• Use time effectively and efficiently to meet deadlines.