Administrator

at  Assupol

Description
Provide professional administrative, secretarial & support to the Incub8 team.

1. Co-ordination of intra-Group departmental communication

• Liaise between managers, team and other teams in the Assupol Group on behalf of Incub8 with Assupol,
• Provide and/or obtain key statistical reports to and/or from all stakeholders within the Assupol Group in relation to Incub8 with Assupol,
• Support the Chief Executive Officer, Chief Operations Officer and Executive Head: Business Development in the facilitation of all Incub8 with Assupol related operations and follow-up on responses and reports from managers and/or teams,
• Handle and screen all incoming communications and respond appropriately and/or facilitating responses from Incub8 with Assupol,
• Co-ordination of internal communication with various teams within the Group,
• Facilitation of all internal meetings with intragroup departments.

1. Co-ordination of Incub8 with Assupol and external stakeholders incl. Cell Owner shareholders

• Key liaison officer between Incub8 and key stakeholder representatives,
• Provide and/or obtain key statistical reports to and/or from all stakeholders and Incub8,
• Support Executive management of Incub8 in the facilitation of all communications and/or interactions with existing and prospective stakeholders of Incub8,
• Handle and screen all incoming communications and respond appropriately and/or facilitating responses from Incub8,
• Facilitation of all meetings with all key external stakeholders.

1. Perform secretarial duties and administration

• Provide support in managing the diary of the Chief Operations Officer and Executive Head: Business Development,
• Assist in the preparation, management and control of the departmental budget in support of the Executive team,
• Prepare and consolidate statistical and performance reports in support of the Executive team,
• Prepare documentation e.g. letters, reports, presentations and memos for review by the Executive team
• Draft letters
• Distribute documentation e.g. reports and memos to relevant stakeholders,
• Assist in the planning, organising and co-ordination of Company events
• Liaise with internal and external stakeholders and executives, directors, committee members and others, where appropriate
• Assistance with the organisation of internal and external meetings prior to and during the event
• Coordinate arrangements for Company visitors, as necessary
• Preparation for meetings: Preparation of meeting packs (agenda, minutes and other required material)
• Take minutes at meetings and distribute minutes where necessary
• Make travel and accommodation arrangements when required

1. General office administration

• Maintain files and record keeping systems (electronic and/or physical),
• Ensure appropriate stationary for office,
• Logging of Service Desk requests to the Facilities and IT departments
• Ensure payment of all service providers
• Assist with adhoc duties

Requirements

FORMAL EDUCATION

• Matric
• Undergraduate Degree, Diploma and/or certificate

EXPERIENCE

• 1 year experience
  Work Level
  Junior
  Job Type
  Permanent
  Salary
  Market Related
  EE Position
  No
  Location
  Menlyn

• Provide support in managing the diary of the Chief Operations Officer and Executive Head: Business Development,
• Assist in the preparation, management and control of the departmental budget in support of the Executive team,
• Prepare and consolidate statistical and performance reports in support of the Executive team,
• Prepare documentation e.g. letters, reports, presentations and memos for review by the Executive team
• Draft letters
• Distribute documentation e.g. reports and memos to relevant stakeholders,
• Assist in the planning, organising and co-ordination of Company events
• Liaise with internal and external stakeholders and executives, directors, committee members and others, where appropriate
• Assistance with the organisation of internal and external meetings prior to and during the event
• Coordinate arrangements for Company visitors, as necessary
• Preparation for meetings: Preparation of meeting packs (agenda, minutes and other required material)
• Take minutes at meetings and distribute minutes where necessary
• Make travel and accommodation arrangements when require