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Senior Administration Officer: Stakeholder Relations

South Africa
Full Time

Job Description

The Purpose of this job is to provide administrative and event planning support to the Office of the Director.

Key Performance Areas include:

  • Provide event planning support for stakeholders as directed (e.g. invitations, registration, venues, etc.).
  • Liaise with FIC divisions to ensure that various distribution lists (including guest/VIP lists to events) are maintained and kept up to date.
  • Maintain records and database for stakeholders and relay changes to the relevant functional areas.
  • Arrange meetings, take of minutes, and prepare agendas, reports and correspondence for stakeholders meetings and activities.
  • Distribute meeting documents to member organisation and other stakeholders.
  • Maintain an accurate records of activities and decisions taken.
  • Alert the line manager of deadlines and follow-up matters emanating from the stakeholders meetings and events.
  • Draft documents and correspondences within established guidelines.
  • Prepare and consolidate documents (reports, submissions, memoranda, and letters) for stakeholders.
  • Track information relating to stakeholders and other special projects.
  • Facilitate signature and approval on relevant documents.
  • Review documents in line with FIC standards.
  • Provide stakeholder service and enquiry management.
  • Maintain good professional relations and effective communication with stakeholders.
  • Ensure compliance to policies, regulations and legislations in relation to area of responsibility.
  • Provide backup support for other administrative staff, as required.
  • Performs other related duties.

Education, Skills and Experience

  • Minimum 5 years of experience as an administrative professional
  • Bachelor’s degree or equivalent
  • Demonstrated previous experience in a similar position
  • Well organised, able to work with minimal supervision balanced by an understanding of the need to keep line manager informed of progress, workload and priorities
  • Intermediate to advance Microsoft Office Skills and understanding of the use of the technology and processes related to the position
  • Ability to make decisions within established guidelines
  • Demonstrated exercise sound judgement/common sense
  • Demonstrated attention to detail and strong administrative skills
  • Proactive and professional with the ability to multi-task.
  • Demonstrated ability to work within a team

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