Job Title: Divisional Assistant

Department: Luxe Division

Location: Woodmead, Johannesburg

Reports To: General Manager, Luxe

Job Summary: The Divisional Assistant provides comprehensive administrative and operational support to the Luxe division, its leadership, and team members. This role is crucial in ensuring the smooth and efficient functioning of the division, contributing to productivity and organizational effectiveness. The ideal candidate is a highly organized, proactive, and detail-oriented professional with excellent communication skills and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities:

• Administrative Support:

• Manage complex calendars, including scheduling meetings, appointments, and conferences.
• Coordinate travel arrangements, including flights, hotels, and ground transportation, and prepare detailed itineraries.
• Prepare and process expense reports accurately and in a timely manner.
• Draft, proofread, and format a variety of documents, including presentations, reports, memos, and correspondence.
• Maintain organized filing systems (physical and digital) for important documents, contracts, and records.
• Handle incoming and outgoing communications, including screening calls, managing emails, and distributing mail.

• Meeting and Event Coordination:

• Organize and coordinate divisional meetings, town halls, and special events, including reserving venues, arranging catering, and managing AV requirements.
• Prepare meeting agendas, take detailed minutes, and track action items to ensure timely follow-up.
• Assist in the preparation of materials and presentations for internal and external meetings.

• Project and Operations Support:

• Assist with various divisional projects, including research, data collection, and presentation preparation.
• Support the onboarding of new team members within the division, coordinating logistics and necessary resources.

• Facilitate communication flow within the division and with other departments, ensuring information is shared effectively.
• Assist with budget tracking, invoice processing, and managing office supplies inventory for the division.

• Confidentiality and Discretion:

• Handle sensitive information and confidential documents with the utmost discretion and professionalism.
• Maintain high level of integrity and confidentiality in all aspects of work.

Qualifications:

• Bachelor's degree in business administration, Communications, or a related field preferred; Associate degree required
• Minimum of 3-5 years of administrative support experience, preferably in a large corporate environment or supporting senior leadership].

Required Skills and Competencies:

• Exceptional Organizational Skills: Ability to manage multiple tasks, prioritize effectively, and meet deadlines in a dynamic environment.
• Strong Communication Skills: Excellent written and verbal communication abilities, with a professional and articulate demeanour.
• Attention to Detail: Meticulous and thorough in all tasks, ensuring accuracy and quality.
• Proactivity and Initiative: Ability to anticipate needs and take initiative to resolve issues before they arise.
• Discretion and Confidentiality: Proven ability to handle sensitive information with integrity and discretion.
• Technical Proficiency: Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and experience with collaboration tools (e.g., Teams, Zoom).
• Interpersonal Skills: Strong ability to build relationships and interact professionally with diverse individuals at all levels.
• Problem-Solving: Resourceful and adaptable, with a strong ability to solve problems independently.