South African Airways: Divisional Assistant

South African Airways: Divisional Assistant

Job Title: Divisional Assistant

Location: Kempton Park, Gauteng 

Company: South African Airways 

Closing Date: 22 August 2023

Job Purpose

The Divisional Assistant is responsible for handling a wide range of administrative and executive support related tasks. The incumbent is expected to work independently in anticipation of the executive’s role requirements to achieve the relevant divisional objectives.

The role will be expected to contribute to the optimization of the executive’s office by recommending and implementing improvements in processes, procedures and systems.

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Principal Accountabilities

Correspondence Handling

• Prioritize all mail to ensure that only correspondence which requires the executive’s attention is forwarded
• Respond to all intermediate mail/ correspondence that do not require the executive’s personal attention and requires business acumen in terms of the function and managerial role respectively
• Follow up on action items of the executive’s team and flag deadlines
• Prepare correspondence for the division on behalf of the executive

Diary Management

• Take full responsibility for the executive’s diary including screening and setting up of appointments, arranging access and parking for visitors, booking venues, making flight arrangements and providing for refreshments as necessary
• Provide executive with a daily brief of appointments
• Provide an effective reminder system for the executive’s commitments as well as own
• Ensure that appointments of priority are scheduled according to urgency
• Screen walk-in requests for adhoc appointments with executive and ensure executive’s time is effectively utilised
• Assist with road show planning (where relevant)

Meeting Arrangements 

• Prepare timeously for meetings and/or workshops by arranging venue, parking and signing in of visitors, visual aids, refreshments etc. 
• Prepare agenda, highlight outstanding items from previous meetings (where applicable) and provide input onto next agenda
• Take meeting minutes and circulate relevant information after meeting as required

Travel Arrangements

• Arrange duty and vocational travel inclusive of flight tickets, accommodation, car, visa’s and any other travel documents as requested
• Arrange for personal travel of the executive and his/her family as requested
• Ensure that travel documentation reflect the correct detail and include a travel pack (maps/ directions to venues, appointment information, contact numbers and business documentation etc)

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Governance

• Effectively manage the implementation of governance procedures within the executive’s division against set standards
• Highlight any deviations and recommend corrective action to relevant stakeholders
• Work closely with auditors to facilitate the provision of information required for internal and external audits

General Office Administration

• Maintain records of leave for management team and manage time cards, performance documentation etc for executive’s direct reports as well as division (where required)
• Ensure sufficient office supplies are available
• Prepare a variety of high quality strategic documentation (including reports, written agreements, letters, presentations, executive packs) with utmost confidentiality
• Conduct research for executive as requested and deliver relevant reports

Perform personal errands for executive as and when required

Screen calls to ensure that all non-essential calls are rerouted to appropriate staff members and take messages where necessary

Manage and ensure that the filing system is kept up to date and that information is easily accessible and accurately archived when appropriate

Interface internally with departments of all disciplines and represent the Executive’s office in an effective and professional manner; this includes interacting with executive and management staff of the airline

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Create strong networks throughout the airline to ensure the effective flow of information to and from the executive’s office

Promote the airline’s brand through upholding a consistent high standard of professional communication with all stakeholders

Efficiently resolve enquiries/complaints within parameters directed to the office drawing from specialized knowledge and escalate where necessary

Effectively communicate on complex level of correspondence on behalf of the executive that will require a proper understanding of the manager’s role and responsibilities as well as that of the function

Qualifications & Experience

• Diploma in Secretarial or Business Management at NQF level 6 is essential
• Relevant Bachelor’s degree an advantage
• 5 years’ experience in a senior secretarial/administrative capacity
• Experience within an airline is advantageous

Knowledge and Skills

• Advanced MS Office (PowerPoint, Word, Excel)
• Working knowledge of SAP
• Office administration 
• Diary management
• Knowledge management
• Project management
• Clerical practices and procedures
• Business and management principles
• Legislative frameworks, including the PFMA
• Collate and synthesize data to enable business decisions
• Report writing
• Commercial Acumen
• Financial Acumen
• Organizing and prioritizing skills
• Networking skills
• Business writing skills
• Problem solving skills
• Researching skills
• Communication skills (verbal and written)
• Interpersonal skills
• Time management skills
• Correspondence handling
• Numeric and financial capacity
• Attention to detail
• Typing speed (60 wpm)

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Attributes

• Effective communication
• Technical expertise
• Stakeholder relationships
• Flexibility and adaptability
• Drives results
• Organisational awareness
• Ethics and integrity