M20A0:Executive Assistant

Description

Admin & Support; Administrative Support; Diary & Travel Management; Reporting & Presentation Preparation

Grade - 8

Please note that the Job will close at 12am on Posting Close date, so please submit your application prior to the Close Date

Responsible for providing professional, efficient and confidential secretarial and administrative services for one or more members of management. Duties can include administrative support, diary management and workload planning, travel management and office management.

What your main responsibilities are:

Admin & Support, Admin & Support Ground Operations, Administrative Support, Diary & Travel

JOB COMPLEXITY
The complexity of secretarial positions is based on the level of the Manager they support such that, as
these positions move from supporting a First Line Manager through to Officer & Director level:
Administrative support requires the ability to prepare increasingly complex documents,
reports and presentations
Travel arrangements may be increasingly frequent and complex
Diary and workload management may require more proactive and assertive scheduling
Meeting arrangements may be on a larger scale involving both internal and external
parties
Interactions are more frequent with individuals at higher levels of the organisation and
often in a multi-cultural environment
JOB PURPOSE
Responsible for providing professional, efficient and confidential secretarial and administrative
services for one or more members of management. Duties can include administrative support, diary
management and workload planning, travel management and office management.
ADMINISTRATION:

Provide administrative support including accurate and timely preparation of reports, presentations,
memos and other documents for the Manager, which may be complex or technical in nature. May be required to manage email on behalf of Manager which may include sending out routine responses
without the approval of the manager and preparing more complex responses for the Manager.
Completes ad-hoc administrative tasks as requested
OFFICE:

Manages office facilities in an efficient and courteous manner. Courteously screens incoming calls and visitors to the Manager’s office as required. Maintains supplies and resources and ensures
technical/facilities services are available via the relevant supporting departments.

MANAGEMENT

Maintains necessary online and hard copy filing system as required, including ensuring data of a sensitive or confidential nature is protected.

DIARY & TRAVEL

Utilises appropriate tools to manage, plan and prioritise Manager’s workload. Maintains diary, arranges appointments and related travel, consulting with Manager as required. May require proactive
scheduling to ensure conflicts are resolved and priorities are met.

MANAGEMENT
Coordinates meetings on behalf of the manager including budget proposal and management, travel management, venue preparation,
supporting administrative materials and greeting/providing support to attendees as required.
REPORTING and DATA
As required, completes accurate and timely reporting. Supports/researches relevant data and collates for analysis and interpretation. Prepares reports as required and may include recommendations for areas of improvement. Inputs data to company systems. Ensures accuracy of own and others’ data and completes checks of system to ensure data integrity is maintained.
 

COMPLIANCE : Ensures ongoing compliance with defined Company processes and procedures, relevant legislation and external regulations, and predefined agreements including travel and entertainment arrangements.
Ensures required approvals are sought throughout processes. Notifies management of any non-
compliance issues as they arise.
 

Works closely with manager’s team and other departments and organisations to follow-up on action
and information required from others. Also includes contact with customers, vendors or employees,
on behalf of the Manager to submit requests or resolves queries. Ensures professional, assertive and diplomatic communication while building positive effective relationships with relevant stakeholders.

RESPONSIBILITIES :Management, Reporting & Presentation Preparation
OTHER DUTIES; May be required to perform other duties as assigned.
GEOGRAPHIC REMIT: Can be up to Activities at an international level
VENDOR : Manages/ Supervises Work of Vendors

FORWARD PLANNING- Plans and organizes own work on weekly / monthly basis
RESPONSIBILITY
PROCESS Implements existing and new processes and procedures

INTERNAL CONTACTS: Occasional interaction with First Line Management.
Regular interaction with Senior Management.
Regular interaction with Directors.
Regular interaction with Officers (VP and above).
EXTERNAL CONTACTS:Occasional interaction with External Customers.
Occasional interaction with Suppliers and Vendors.
Occasional interaction with Consultants.
Occasional interaction with Government agencies/ authorities, Trade Associations or similar.
Occasional interaction with Works' Councils, Unions and Official Employees Groups.
Occasional interaction with Press and Media.

What we are looking for :

Exp - Some (1-3 years)

Accuracy & Attention to Detail;Influencing & Persuasion Skills;Microsoft Office & PC Skills;Written & Verbal Communication Skills;Numerical Skills

Language: Proficiency in English

FedEx was built on a philosophy that puts people first, one we take seriously. We are an equal opportunity/affirmative action employer and we are committed to a diverse, equitable, and inclusive workforce in which we enforce fair treatment, and provide growth opportunities for everyone.

All qualified applicants will receive consideration for employment regardless of age, race, color, national origin, genetics, religion, gender, marital status, pregnancy (including childbirth or a related medical condition), physical or mental disability, or any other characteristic protected by applicable laws, regulations, and ordinances.

Our Company

FedEx is one of the world's largest express transportation companies and has consistently been selected as one of the top 10 World’s Most Admired Companies by "Fortune" magazine. Every day FedEx delivers for its customers with transportation and business solutions, serving more than 220 countries and territories around the globe. We can serve this global network due to our outstanding team of FedEx team members, who are tasked with making every FedEx experience outstanding.

Our Philosophy

The People-Service-Profit philosophy (P-S-P) describes the principles that govern every FedEx decision, policy, or activity. FedEx takes care of our people; they, in turn, deliver the impeccable service demanded by our customers, who reward us with the profitability necessary to secure our future. The essential element in making the People-Service-Profit philosophy such a positive force for the company is where we close the circle, and return these profits back into the business, and invest back in our people. Our success in the industry is attributed to our people. Through our P-S-P philosophy, we have a work environment that encourages team members to be innovative in delivering the highest possible quality of service to our customers. We care for their well-being, and value their contributions to the company.

Our Culture

Our culture is important for many reasons, and we intentionally bring it to life through our behaviors, actions, and activities in every part of the world. The FedEx culture and values have been a cornerstone of our success and growth since we began in the early 1970’s. While other companies can copy our systems, infrastructure, and processes, our culture makes us unique and is often a differentiating factor as we compete and grow in today’s global marketplace.