Senior Executive PA

Apply Now

Datafin are currently seeking candidates for their open Senior Executive PA position in Cape Town, Western Cape through Go Job Search. Are you an experienced candidate looking to take up a Senior Executive PA role such as with an industry leading company like Datafin?

ENVIRONMENT: YOUR superb organisation skills, exceptional eye for detail & ability to plan, prioritise and manage expectations is sought by a fast-paced Service Provider in the Oil and Gas sector looking to fill the role of its next Senior Executive PA. Your role will include Diary Management, P-card verification and approvals in SAP Concur, Supplier invoice processing in SAP4Hana (non-IT suppliers) while providing HR & Talent Management admin support. The ideal incumbent must be able to thrive under pressure with demonstrable organisation and problem-solving skills. You must have 3-10 years’ proven experience in office support and administration, including supplier and stakeholder engagement and senior management support, Advanced MS Office, including Word, Excel, PowerPoint & Outlook, solid knowledge of Supplier Management & SAP exposure / having worked on a system to manage invoices and expenses.DUTIES:HR VP Support – General and confidential support to HR VP, including but not limited to –Diary Management.Meeting organisation and preparation.Expenses: P-card verification and approvals in SAP Concur.Presentation / Documentation preparation.Conference organisation and administration.Follow -up on all actions emanating from the HR Business Review.Record and type agendas, minutes, memos, letters, reports and presentations when required.Travel Management (visas, flights, accommodation etc.).Support as required, including COVID tracking of positive cases, reintegration back into office and vaccinations across the group.Leave Planning.HR Filing.HR Support.Office ManagementOffice Services Focal Point –Manage post box; coordinate collection / distribution of mail and newspapers.DHL / FedEx mail shipments.Annual subscription renewals for newspapers and post office box.General office and meeting room appearance, and office equipment maintenance.Manage parking arrangements and coordinate security access.Management of stationery orders and business card orders and calendar.Service provider supervision (daily cleaners, quarterly pest control, mail / couriers).Catering for ad-hoc office events.Supplier invoice processing in SAP4Hana (non-IT suppliers).SA V-net website – arrange updates as required.Management of milk orders and other kitchen supplies, e.g., tea / coffee etc.Coordination of year-end function.HSSE Focal Point –Co-ordinate training for office HSSE Representatives as required.Involved in HSSE vetting of suppliers on ad-hoc basis.Co-ordinate annual Safety Day.Travel Focal Point –E-mail distribution of invoices for Rennies and transport providers.Compilation of HR visitor invitation letters, confirmation of employment letters, joining instructions as requested by travellers.HR Administrative Support –Organise business meetings, telecons, conferences, seminars, workshops, away-days as required.Manage and co-ordinate travel arrangements as applicable (visas, itineraries, accommodation, transfers), regionally and internationally.Focal point as agreed for end-to-end coordination of Executive Management visits and other key visitors to SAad-hoc preparation of documents, presentations and correspondence.Timeous distribution of HR / office services bulletins.Timeous processing of HR invoices, appropriate accruals where required.Assisted with P-card recons in SAP Concur as required.Handle birthday celebrations/daily communications, farewells and department awards.Supplier Management (Office Services) –Assisted with evaluation of cost pricing comparisons and quotes for identified suppliers, e.g., travel and accommodation.Talent Management Admin Support –Assist talent team with business travel arrangements when visiting SA.Ensure central moves are updated in Psiber (as per “People on the Move” bulletins).Upload updated Central Org Structures to V-Net.Organise business meetings, telecons, conferences, seminars, workshops, away-days as required.Assist with logistics (all aspects of preparation) for Senior Leadership Programme / Emerging Leaders Programme e.g., flights, accommodation, venue, joining instructions, etc.Human Capital Review data preparation (ad hoc).Maintain Talent Team travel schedule.Ad-hoc data requests and support (creating / adding missing data in spreadsheets, consolidating, preparation of talent profiles).Support data preparation for reporting purposes.Assist Talent Managers with arranging monthly calls with HRMs.Support the delivery of Talent Management, Performance Management, Leadership Development, and Employee Survey Projects.Manage vendor relationships and processing (contracts, purchase orders, vendor KYC, etc.) across the Talent Management COE.Learning and Development Admin Support –Programme co-ordination for leadership programmes as agreed (start to end process).Update implementation schedules.Facilitator travel arrangements where required.Prepare self-assessment links / learning styles in Survey Monkey for OYG delegates upon request.Ensure timeous delivery of training programme files (shipments via DHL as required).Print training material and completion certificates as required.Follow up on OU payment of facilitator / vendor invoices.Assist with logistics for xPedient Project Management training.REQUIREMENTS:3-10 Years proven experience in office support and administration, including supplier and stakeholder engagement and senior management support.Advanced knowledge of MS Office, including Word, Excel, PowerPoint & Outlook.Good Personal Mastery (prioritization, problem-solving, achievement, initiative).Good knowledge of Supplier Management.Strong Administration skills (documentation, filing, bookings, accuracy and quality of work etc.).SAP exposure / having worked on a system to manage invoices and expenses.Advantageous –A knowledge of payment systems (SAP4Hana).Events Management experience.ATTRIBUTES:Demonstrable organisation and problem-solving skills.High attention to detail.Excellent written and oral communication with fluency in English.Ability to adapt easily to change.Able to grasp and interpret processes and procedures efficiently.Can prioritise work in order of importance.High level of ownership and independence.Ability to work in fast changing environment with numerous stakeholders and demands.

Apply now and a member of the team at Datafin will get in touch with you to discuss your career options further.

Apply Now

Tagged as: Senior Executive PA