Vanessa Richmond

General Administration

- Stationery and promotional goods are ordered as per departmental procedure.

- Departmental standards are adhered to for manual and electronic filing.

- Office equipment is maintained according to required standards.

- Credit card recons are completed as per company policy.

- Supplier payments are made within required timelines.

- Divisional time sheets/attendance register is managed as per company policy.

- Cell phone variance report is distributed to stakeholders and feedback provided to MD office.

- Manage manager’s diary and mailbox (3 x GMs, 1 x Finance Mgr, 3 x Snrs)

- Compile all management reports

- Ensure business processes are updated

- Ensure all organograms and job descriptions are in place for division

Office Support

- General enquiries are handled to customer satisfaction.

- General departmental and Manager support is provided at Manager’s request.

- Telephone calls are answered professionally, and messages are passed on in time.

- Communication with business line and MD office as required.

Meeting Coordination

- Minutes of meetings reflect meeting discussion and are distributed to all stakeholders within agreed timeframe.

- Provisions for meetings are prepared in time for review by Manager (eg. documents, presentations).

- Meetings and functions are coordinated as per requirements (incl. refreshments, venue, agenda etc).

- Customer visits / meetings are coordinated as per requirements.

Conferences and Exhibitions

- Registration for local and international conferences and exhibitions as requested

- Professional preparation of papers and presentations as requested.

Travel Administration

- Travel arrangements are made in line with Company’s travel policy.

- Travel recons are completed in time.

- Travel packs are prepared prior to travel.

- Visa Applications

Documents / Presentations

- Documents, reports and presentations are compiled according to Company outlines and templates and Management requirements.

- Incoming and outgoing documentation is managed and distributed as required and signatures are obtained where necessary.

- Marketing Packs are prepared before customer visits (if required).

- Quality and safety audit documentation is prepared in time, in collaboration with the business line (SHEQ, office of MD).

Administration

- Processing of Invoices for payment

- Assisting with preparing presentations and visual communication tools

- Assisting with travel requirements for the team

- Assisting with the processing of Expense claims for the team

- General departmental support when the rest of the team is not available

- Assistant to MSD Executive Director

Marketing

- Responsible for Inventory of Marketing Store

- Assisting with brand activities such as distributing promotional material

- Assisting with sourcing of Promotional Items and the relevant suppliers when required

- Assisting with events, when additional resources are required

- Assisting with finding and booking locations for smaller events

- Assisting with the co-ordination of customer visits to the site

Secretarial / PA

- PA functions to: Exec Director: MSD

- Compile monthly management reports and presentations.

- Document and e-mail monitoring / processing.

- Diary management (Arranging appointments; organising meetings; functions)

- DMS (Data Management Services) – maintaining templates and forms on our company intranet.

- Liaising with internal divisions /departments and external organisations

- Answering telephone calls /taking messages

- Typing /Word processing

- Filing

- Using a variety of software packages (see computer proficiency below)

- Managing databases /Intranet

- Collating information for Board Packs

- Maintain customer confidence and protects operations by keeping information confidential at all times