LEE-ANDRA MAANS

Planning, Co-ordination and Meeting/ Event Management
• Arrange and co-ordinate meetings and events, including logistics and liaison with key stakeholders, external speakers and/or service providers
• Manage and maintain Director of Corporate Affairs’ schedule, appointments and travel arrangements (local and international), including preparation of all required documentation
• Conduct diary planning aligned to Board and Exco calendar and business cycle
• Plan reminders for submission of and co-ordinate circulation of pre-reading and or required documentation for key meetings and or Board papers
• Assist with longer term calendar planning and management as required, including co-ordinating alignment of BU calendars
• Transcribe and / or take and distribute minutes of meetings
• Provide administrative support as required
• Update stakeholder engagement tracking tool with Director of Corporate Affairs’ stakeholder activities
Communication and Stakeholder Management
• Prepare and edit correspondence, professional documents, templates, reports and presentations, at a high level of quality
• Monitor, screen, respond to and distribute incoming email communication
• Respond and screen incoming calls. Attend to and use own initiative to respond to and manage enquiries and requests
• Receive, interact with and manage logistics for external visitors
• Establish and maintain good and professional relationships with internal stakeholders, including Exco and leadership/ management teams
• Build an understanding of internal and external stakeholder network for ease of reference, facilitation and professional engagements

Office and Document Management
• Devise, design, manage and maintain office systems and databases
• File and retrieve documents and reference materials
• Manage expense budgets and pay invoices timeously with appropriate approval
• Day-to-day running of the office – including management of office supplies, reconciliation of invoices and submission and receipt of requisitions on Oracle
• Provide support with personal admin on request
• Review operating practices and implement improvements where required

• Provide an advanced, efficient, confidential administrative service to the GM including travel arrangements, agenda coordination, document preparation, screen calls, manage emails, office management and presentation
• Effective diary management and follow-up to ensure appropriate and constructive time allocation
• Maintain confidentiality and deal effectively with sensitive information
• Manage the relationship between the GM, FBH leadership and Exco to ensure alignment and coordination of all key messages and communication within FBH
• Prepare internal communication on behalf of the GM
• Assist in the coordination of central communication from the GM to the business unit to ensure consistent communication
• Stay abreast of relevant current activities both within and external to Woolworths
• Timeously follow up on actions delegated by GM to business unit partners and senior leadership
• Interpret systemic impacts of business issues within the GM's portfolio and select the most appropriate course of action
• Build effective relationships with all internal and external key stakeholders
• Play a large personal customer liaison role which includes the resolution and tracking of escalated customer complaints
• Prepare attachment programmes and meeting agendas for international visitors
• Coordinate business unit events on request
• Provide personal support to the GM
• Conduct general housekeeping of GM's office to facilitate a professional environment.

· Provide an advanced, efficient, confidential administrative service to the GM including travel arrangements, agenda co-ordination, document preparation, screening calls, managing email, office management, presentation, etc. , etc.
Provide personal support to the GM
Conduct general housekeeping of GM’s office to facilitate a professional environment

· Effective diary management and follow-up to ensure appropriate and constructive time allocation

· Maintain confidentiality and deal effectively with sensitive information at all times

· Effectively manage the relationship between the GM, fellow FBH Leadership and Exco to ensure alignment and coordination of all key messages and communication within FBH

· Prepare internal communication on behalf of the GM, i.e. business update, presentations, etc

· Assist in the coordination of central communication from the GM to the Business Unit to ensure consistent and current messages are communicated

· Staying abreast of relevant current activities both within and external to Woolworths

· Interpret systemic impacts of business issues within the GM’s portfolio and select the most appropriate course of action

· Build effective relationships with all internal and external key stakeholders

· Play a large personal customer liaison role which includes the professional resolution and tracking of escalated customer complaints

· Prepare attachment programmes and meeting agendas for international visitors

· Co-ordinate business unit events on request, e.g. conferences, team building sessions

· Ensure effective diary management

· Effective communication with key stakeholders in Energy to ensure adherence to WIP

· Personal administration

· Arrange local and international trips including ordering of Forex for Technical Team

· Taking of Minutes

· Assisting of Technical staff with all admin needs

· Following up of internal claims as well as AMEX payments

· Updating of internal project lists for all project managers

· Ordering of kitchen stock – i.e. coffee, tea, sugar and cleaning aids

· Ordering of Stationary

· Planning of company functions

· Filling of confidential documents

· Setting up of new staff members

· Assisting the Operations Manager with day to day admin and personal needs

Project management