Executive Assistant
Job Title Executive Assistant
Division Various Divisions
Job FamilyAdministration
Department
Various Divisions
Specialisation
Administration
Reporting line
Divisional GM
Customer Interface
Internal
Sub-ordinates
External
BUSINESS FINANCIAL DIMENSIONSCapital Expenditure (CAPEX)
Operational Expenditure (OPEX)
Manpower Strength
Stakeholders
Internal Divisions, External Customers & Vendors, Vivo Energy
JOB PURPOSE
To provide executive support, office management and administrative duties, managing complex calendars, facilitating effective communication across the organisation and interacting professionally with key internal and external stakeholders on confidential information to ensure effective execution of Executive Management strategic goals and objectives.ensuring seamless execution of priorities.
KEY ACCOUNTABILITIES
EXECUTIVE CALENDAR MANAGEMENTCoordinate and manage complex calendars for senior leaders, ensuring optimal time utilization.
Schedule meetings, appointments, and events, taking into account priorities, availability and time zones.
STRATEGIC SUPPORT
Prepare for meetings, presentations, and other business-critical events, including researching, analysing data, and creating materials.Develop and maintain presentations, reports, and other documents as required.
COMMUNICATION & STAKEHOLDER LIAISON
Facilitate effective communication between leaders, teams, and stakeholders, ensuring timely and accurate information exchange.Build and maintain relationships with internal and external stakeholders, including other executives, teams, and vendors.
Build and maintain internal and external stakeholder relationships through professional interaction and communication in order to ensure smooth run of the GM Office and Division. Manage appointments, business visits and courtesy calls by reviewing, screening and prioritizing them based on Corporate and business protocols to ensure optimum time management and objectivity towards safeguarding Engen reputation and image
PROJECT COORDINATION AND MANAGEMENTOversee and coordinate projects, ensuring timely completion, meeting expectations, and staying within budget
Track progress, identify potential issues, and develop contingency plans.
Take on special projects and tasks as assigned by senior leaders, including research, analysis, and recommendations
PROCESS IMPROVEMENT
Continuously evaluate and improve processes, ensuring efficiency, effectiveness, and alignment with organizational goals.Identify opportunities for automation, streamlining, and cost savings.
TRAVEL COORDINATIONEnsure management of all the GM's office requirements through the co-ordination of activities such as travelling, communication/correspondence, diary management, administration, budgeting, filing, payments to ensure smooth running and adherence to corporate governance within the
DivisionArrange domestic and international travel, including booking flights, hotels, and transportation.
Ensure compliance with company travel policies and procedures.
BUDGETING & EXPENSE MANAGEMENTManage and track expenses for senior leaders, including travel, entertainment, and other business-related expenditures.
Develop and manage budgets for specific projects or initiatives, ensuring alignment with organizational financial goals.
Identify areas for cost savings and implement strategies to optimize expenses
Reviews and analyse expense reporting for the GM and Senior Management
Implement expense optimization in it