Results Delivery

·      Apply cost effectiveness principles in everyday delivery to contribute to achievement of departmental financial targets

·      Deliver results efficiently by applying cost saving principles when ordering stationary , booking flights and attending to the executives needs while upholding JSE standards

·      Deliver results by managing time and executives time effectively and aligning with executives targets and deadlines in order to contribute to JSE principles

·      Monitor relevant expenses against annual budget for division and/or events in achievement of departmental financial objectives

·      Provide input into formulation of departmental budgets

 

Stakeholder Relationship Management

·      Create and maintain relationships with internal and external stakeholders on all levels in order to speak to JSE values of efficiency and effectiveness

·      Conduct one on one meetings with managers and executives to ensure needs are understood

·      Develop and maintain relationships to build trust and ensure continuity

·      Maintain open and trusting relationships with all stakeholders

 

Process Management

·      Manage executive’s diary by setting up meetings, checking conflicting meeting and communicating with all stakeholders 

·      Plan for meetings by booking parking, meeting rooms via on board JSE system and share information with stakeholders in a timely manner

·      Prepare for internal or external meetings by setting up meeting rooms, ordering refreshments, preparing and distributing agendas to best facilitate a smooth meeting

·      Take meeting minutes or record meetings as needed, type minutes and distribute to the executive and ultimately distribution list within appropriate time frame

·      Assist the executive with administrative functions such as document and agenda preparation, setting up presentations, creating or maintaining worksheets and other related administrative functions. 

·      Manage communication by answering and screening telephone calls and emails, making calls, manage voicemails and emails to support the executive and division as far as possible

·      Make all travel arrangements, visas, hotel bookings, car rentals and foreign exchange arrangements when the executive is travelling, staying within a pre prescribed budget while upholding JSE brand. Travel arrangement support will also be provided to managers within the team.

·      Research travel destinations by buying books and maps and conducting desktop research to prepare the executive as best possible for any trips undertaken

·      Plan any divisional events (such as lunches for committee members or townhalls), send invites and follow up, make all necessary arrangements such as catering and set up, within a pre-determined budget. Event support will also be provided to managers within the team. Draft and send communications regarding events to ensure knowledge across divisions and stakeholders where necessary. Co-ordinate internal departmental events and large client meetings in a cost effective manner and in line with the JSE brand. Events toolkit will be provided by Marketing and Corporate Affairs

·      Act as host at functions by welcoming guests and assist the executive and / or managers within the team to uphold the JSE brand. Ensure all logistics, catering and guest support matters are executed as per the requirements of the specific event

·      Plan, arrange and co-ordinate gifts, packs and events in line with business initiatives and budgets and work with internal JSE events team where necessary

·      Compare cost for all functions and events by conducting a plan of itemised costs, get approval to stay within budget ensuring deliverables meet with JSE cost efficiency

·      Use initiative to make decisions by analysing the situation and taking appropriate action to minimise the impact on the executives time and escalate to the executive only when all avenues have been examined and appropriate to do so

·      Take responsibility for departmental accounts by following the JSE accounting process from receiving a request for goods to, receiving invoice to loading invoices onto accounting system for payment

·      Respond to requests of a personal nature such as lunches from executive by executing requests to assist the executive

·      Offer office support to the division by networking and liaising with facilities management ensuring a timely turn- around time

·      Treat staff welfare issues of the division sensitively and with empathy and follow an appropriate course of action such as ordering flowers

·      Consistently deal with all correspondence and communication with confidentiality and in line with the JSE and executives values maintaining integrity of executive and self 

·      Ensure appropriate usage and administration of the company credit card provided to pay for office support items e.g. flowers, food etc.

·      The abovementioned activities and processes are to be provided in support of both CIO and the ITD Head: Core Assets

·      Process all invoices/personal claims through necessary JSE systems and follow-up to ensure all relevant invoices are received and processed to ensure that accounts/claims are paid timeously and provide training on e-proc for users in Divisions

·      S-Cubed system champion for ITD divisio