Jobs

SASOL IS RECRUITING A PERSONAL ASSISTANT

admin November 10, 2022

4 minutes read

Sasol is recruiting a Personal Assistant.

DEADLINE: 24 November 2022

Short Description / Purpose of Job

Provide a day-to-day operational personal assistant and secretarial/administration function and acts as the manager’s first point of contact with people from both inside and outside the organisation. Coordinate business functions of the unit that include personnel administration, office coordination, contain cost according to budget. Ensure effective e-mail and diary management, administration management. Accountable for the effective utilisation and deployment of time and schedule.

Recruitment Description / Key Accountabilities

Plan, coordination of meetings and manage daily operations.
Effectively manage diary/calendar.
Ensure availability of key stakeholders and to coordinate critical meetings within the required timelines.
Proactively anticipate and respond to diary clashes and resolves conflicts.
Book meeting rooms and organise access and parking for visitors.
Arrange catering and refreshments for agreed meetings.
Receive visitors and telephone calls, take messages, schedule appointments for management staff and provide information to callers.
Perform a full range of secretarial assignments, such as composing, typing routine letters/agenda, memoranda, reports and minutes of meetings.
Prepare and maintain office records, reports and correspondence.
Utilise, reconcile and manipulate data for management reports from different internal/ external sources.
Proofread prepared materials for correct grammar, format, completeness.
Project a professional company image through in-person and phone interaction.
Prioritise/negotiate organizational needs regarding meetings, timeframes and deadlines.
Scribe to R&T Exco and R&T SHE Committee meetings
Attend meetings, takes minutes and meeting notes.
Upkeep of various distribution lists for R&T.
Work independently to manage and plan projects and executes deliverables within timelines.
Assist and manage time and ensures a high level of service is maintained.
Plan and organise workload to resolve issues quickly and professionally, managing within changing set of priorities, needs to be flexible and adaptable.
Apply an understanding of the information in order to extrapolate key data.
Receive and distribute landline billing per department on a monthly basis plus ensure billing information is kept up to date.
Stores and file documents for easy future access, maintains hard copy and electronic filing system.
Keep abreast of technological changes and masters new technology.
Photocopy and prints documents as and when requested.
Identify and schedules appropriate venue, travel and accommodation arrangements, locally and internationally.
Manage logistics of all venue, travel and accommodation requirements.
Make arrangements for passports, international visas, international drivers’ licenses, car hire, international roaming facilities, foreign currency allowances, if and when required.
Deal with Other Country Nationals (OCN) office to ensure legal adherence on any OCN visitors to the Senior Vice President and Technology Managers.
Monitor budget/expenses, provide report and analyse trends.
Control, order and maintain stationery, office supplies and equipment timeously.
Provide recommendations/improvement opportunities in the administrative functions.
Obtaining and oversee the appropriate use of office equipment, facilities, and materials needed.
Log incidents with facilities team in terms of equipment/lights/etc. to be fixed on Executive floor.
Adhere to all safety standards and procedures.
Manage safety inspections as assigned by the safety team.
Ensure access for Senior Vice President and Technology Managers is open on all sites by ensuring safety, medical and vehicle access (license) is kept up to date.
Develop, maintain effective relationships with internal/ external customers through oral and written communications.
Adapt the content, style and medium of communication to ensure appropriateness and to maximize understanding and impact among a wide range of audiences.
Ensure the R&T PA team is kept updated on all new templates, arrangements, travel news, external and general communication from Exco and other.
Manage safety, HR, seminars and other communication via the R&T Communications inbox and calendar.
Keep informed on industry developments.
Assist other PAs on systems or processes.
Effectively respond to internal stakeholder queries in a timely manner.
Ensure quarterly Learning & Insights discussion is scheduled in time with the Exco and ensure filing to avoid findings.
Manage the necessary capturing and distribution of proof of financial discussions and other at Exco to ensure Sarbanes-Oxley Act (SOX) compliance at audits. Keep electronic filing and provide to auditors upon request.
Ensure filing of all Exco documentation is up to date.
Ensure medical scheduling for self, Senior Vice President and Technology Managers.
Ensure that monthly Energy Operations Business Report is updated by Vice Presidents (reminders schedule in their diaries) and that the collated report is distributed to relevant people.

Formal Education

High School / School Diploma or similar

Min Experience

3+ relevant years

Competencies

Business Acumen: An intuitive and applicable understanding of how a company or unit makes money. Displays a thorough understanding of what drives profitability. Maintains a market-focused approach to business. Keeps an overall big picture understanding of the business and its interrelationships enabling a person to make better business decisions. The ability to make good business judgments and quick decisions in a manner that is likely to lead to a good outcome.

Collaboration: The action of working with someone to produce something

Partnership Leadership: Persuades and influences stakeholders; builds relationships and partnerships for win-win outcomes. Builds teams and creates synergies through working across boundaries.

Reporting: The ability to access information from databases, forms, and other sources, and prepare reports according to requirements.

Situational Leadership: The ability to effectively deal with a variety of situations and circumstances that arise unexpectedly and requiring management action.