Key Purpose
The role of the PA/events and engagement coordinator requires an individual who is very people focused, has excellent interpersonal skills and represents the Vitality People team both internally and externally. The incumbent must have high energy levels, be very passionate about engagement initiatives and event co-ordination and have the patience to deal with a diverse group of stakeholders (staff, leaders, procurement, suppliers, marketing functions, external Vitality partners, Discovery Ambassadors, etc.).
This role ideally suits a creative individual who can brainstorm ideas, write well and is also able to support the Head of People with executive professional services.
Areas of responsibility may include but not limited to
Executive Assistant - Head of People
Preparation of weekly HR minutes and agenda distribution etc
Diary management for Head of People
Scheduling meetings: Room bookings, set up, meet and greet of external visitors, interviewees
Compiling presentations in a professional manner when required
Reimbursements & travel bookings for team
Software/hardware requests and approval
All staff related procurement orders
Process all payments via Finance for external suppliers etc.
Monitor budget of the teams related to the people function initiatives
Other executive professional services
Event Coodination - Vitality RSA
Source, order and distribute all Vitality apparel, desk drops, engagement give aways etc
Plan and compile an annual engagement calendar of initiatives
Book monthly engagement sessions in the Auditorium with links to the regions. Brief agreed speakers, guests, compile running order, liaise with Group facilities and work force planning etc
Conceptualize with Head of People and Vitality CEO and drive and distribute all Vitality monthly engagement campaigns to staff
Coordinate departmental functions and events - Recognition & Year End Functions, Long Service Awards, Star Awards for the whole of Vitality
Compile monthly birthday mailers and gift vouchers to staff
Organise MANCO events and plan EXCO strategic breakaways with the Head of People and the CEO of Vitality
Ad hoc
The person in this role may handle ad hoc people functions and projects which are not limited to the above.
Personal Attributes and Skills
Energetic with a contagious sense of enthusiasm and optimism - represent the Vitality brand fully
Effective communicator (written and spoken)
Strong sense of confidentiality in dealing with people matters coupled with political savviness
Good negotiation skills
Builds a sense of belonging and a fun environment in the business
Problem solver and excellent attention to detail
Creative and passionate about event co-ordination
Ability to network and build strong relationships across the Group and externally
Education; Knowledge and Experience
The following are essential requirements:
5 years administration experience
5 years working experience as a PA to Senior Management/Executive
Previous event co-ordination and or marketing experience is advantageous
Matric Qualification
Good presentation skills to an internal and external audience
Excellent communication with ability to deal with individuals at all levels
Excellent attention to detail
The following are advantageous requirements:
Secretarial Diploma
Previous experience within an events or marketing role