Divisional Assistant Commercial

Job Purpose

• The role is responsible to support management in ensuring that the day-to-day functions run smoothly as well as performing administrative and clerical work in the Commercial department.  The incumbent is expected to work independently in anticipation of the executive’s role requirements to achieve the relevant divisional objectives.
• Furthermore, 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.

Principal Accountabilities

• Manage the administration of the Commercial division
• Ensure the effective management of financial information including assisting with preparation of budgets and financial reports, creating purchase orders and maintaining financial files and records)
• Handle the financial administration (processing of invoices, capturing of journal entries, preparing accruals, and getting relevant approvals)
• Effectively manage the implementation of governance procedures within the executive’s division against set standards
• Assist department with preparation of documents, e.g. presentations, motivations, submissions, formatting documents, sourcing information, etc.
• Provide meeting support (i.e. boardrooms, refreshments, access and parking, travel arrangements, minute taking)
• 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
• Efficiently resolve enquiries/ complaints within parameters directed to the office drawing from specialized knowledge and escalate where necessary
• Filing and recordkeeping for the Commercial department
• Manage communications (inbound and outbound calls and emails)
• Arrange duty and vocational travel inclusive of flight tickets, accommodation, car, visa’s and any other travel documents as requested
• Coordinate projects within executive’s area to ensure that project are delivered on time, in scope with quality deliverables
• Reconcile all project deliverables in relation to governance processes, financial implications etc
• 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)
• Support Commercial projects by managing timelines, resources and deliverables
• Arrange IT items and office space for new hires in the department

Qualifications & Experience

• Grade 12 (Matric) or equivalent at NQF level 4
• Diploma in Secretarial/Business Management qualification 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 will be an advantage

Knowledge and Skills

• Advanced proficiency in Microsoft Office suite (PowerPoint, Word, Excel)
• SAP
• Office administration
• Diary management
• Knowledge management
• Project management
• Clerical practices and procedures
• Business and management principles
• Legislative frameworks, including the PFMA
• Collate and synthesise data to enable business decisions
• Report writing
• Commercial acumen
• Financial acumen
• Organising and prioritising skills
• Networking skills
• Business writing skills
• Problem solving skills
• Researching skills
• Business communication skills (verbal and written)
• Interpersonal skills
• Time management skills
• Correspondence handling
• Numeric and financial capacity
• Attention to detail
• Ability to handle confidential information with discretion

Attributes

• Effective communication
• Stakeholder relationships
• Customer centric
• Drives results
• Flexibility and adaptability
• Ethics and integrity
• Organisational awareness
• Information processing
• Team player
• Proactive
• Self-motivated