Executive Assistant at Newmont Mining Corporation

In This Role You Will:

Donations Committee Process Compliance Management

• Manage the Accra Donations Committee (regular) and COVID Donations process for compliance by overseeing that the:
  • meetings, on sponsorship requests received, are held regularly.
  • required approvals are obtained.
  • decisions made are timeously communicated, in writing, to the respective institutions.
  • institutions with approved requests are set up on the Newmont system to facilitate payment.
  • payments are made and acknowledged.
  • donations are published for audit purposes.

Information Management and Management Reporting

• Proactively research, prepare and provide information on important trends, matters, projects, or programs related to the RSVP commitments.
• Set up and maintain a database of reference materials including regional and global calendars, contact lists and documents.
• Coordinate and handle all information requests for the office of the RSVP, including allocating and distributing them to appropriate people.
• Develop and maintain a database of contacts, sources of information for easy access and reference purposes.
• Advise RSVP on infrastructural improvements that can be made regarding information systems.
• Prepare statistical and management reports in compliance with Newmont reporting timeframe and format.
• Select or create applicable content and structure for reports.
• Operate the planning, budgeting, and performance reporting systems.

Office Operations Management 

• Manage the diary commitments of the RSVP and other designated regional leadership team members, keeping the RSVP and others informed of all booked engagements and commitments. This includes the following:
  • Managing and prioritizing matters that require their attention.
  • Following up on tasks and commitments of the RSVP and designated regional leadership team members, to guarantee that they attend to all decisions and resolutions agreed upon during meetings.
  • Maintaining the organizational calendar activities that affect the RSVP and the regional leadership team, such as engagements with direct reports, Town Hall meetings, Executive Leadership Team (ELT) visits to the region, monthly performance reviews, Africa Region Leadership Team (ARLT) meetings and events.
• Work closely with the Executive and Administrative Assistants globally to ensure that the logistics of the RSVP’s activities, travel and meetings are coordinated with appropriate handoffs and itineraries.
• Collaborate with other Executive and Administrative Assistants regionally and globally regarding OPLT, Site Leadership Team (SLT) and GLT meetings, travel, and activities.
• Plan, schedule, arrange, organize (including logistics) and coordinate appointments, conference calls, meetings (internal and external), events, functions, and other engagements, as and when required by the RSVP and designated regional leadership team members.
• Prepare documentation, and presentations for meetings to confirm that the RSVP and ARLT are able to fulfil their mandates and duties.

Additonal Responsibilities:

Office Operations Management – Con\’t

• Coordinate local and international travel (flights, accommodation, car hire) and conferencing arrangements for the RSVP and designated regional leadership team members including:
  • Arranging trip files, and ensuring readiness of traveler (mobile technology, passport, visas).
  • Getting travel / conferencing authorisation and confirming that payment is done.
  • Confirming travel and conference arrangements.
  • Coordinating regular meetings with service providers (travel agent, hospitality groups, car rental companies, conferencing venues).
  • Managing and updating travelers’ details with relevant service providers.
• Coordinate local and international travel (flights, accommodation, car hire) and conferencing arrangements for members of the Executive Leadership Team visiting the region.
• Screen, manage and direct all telephone calls and visitors for the office of the RSVP and direct them to the right person or office.
• Provide correct and reliable information in consultation with staff in the office and assist callers and visitors with general enquiries and queries.
• Sort and route incoming and outgoing correspondence, documents, mail, and emails of the RSVP so that there is no backlog and items are prioritized.
• Compile documents, letters, memos, emails, and design presentations as required by the RSVP.
• Prepare and distribute agendas, minutes, and documentation packs of meetings.
• Provide office management services to guarantee that the office of the RSVP has all the necessary office policies, procedures, processes, and systems in place. This includes:
  • Developing office procedures and policies.
  • Documenting, implementing, and monitoring the operational policies and systems to guarantee the effective management of the office of the RSVP.
  • Managing office stationery and office supplies.
  • Supervising office maintenance and repair work.
  • Supervising the implementation of new office systems.
• Coordinate complex projects and assignments as and when requested.
• Coordinate Cultural Heritage Management approvals from the various sites to corporate to aid in ensuring that the region is in compliance.

Regional Management Budget and Cost Control

• Prepare the annual budget, including the forecast for all operational costs for the regional management cost center.
• Review and track costs against the budget.
• Report deviations from the budget.
• Prepare expense reports.
• Generate requests for payment and code and enter data.
• Recommend initiatives to manage expenses more effectively.

Staff Supervision

• Coordinate the activities of other administrative assistants supporting the regional management team members as appropriate.
• Manage and direct administrative assistants and national service persons reporting into this role.
  • Prioritize and allocate tasks and responsibilities.
  • Check and control the quality of work outputs.
  • Provide on-the-job training, mentoring, and coaching.
  • Conduct the first level of performance appraisal.
  • Recommend any further relevant training courses and development actions.
  • Approve leave (first signature) and other benefits and allowances as required.
• Enhance communication with staff through regular feedback, contact, meetings, and briefings. etc.

Your Training, Skills & Experience Checklist:

Formal Qualification (including Professional Registrations):

• National diploma or relevant First degree in Office Administration, Business Administration, or related field.

Additional Knowledge:

• Advanced knowledge of the protocols, communication structures, policies, procedures, and practices of the office of an Executive / CEO / MD as well as the mining industry.
• Knowledge of Government protocols and protocol management.

Experience: 

• Between 8 and 10 years’ secretarial and administrative experience of which at least 5 years is in the capacity of a Personal Assistant, Executive Assistant or Office Manager for a CEO or MD of a medium to large multi-country company.
• Previous experience working for a Fortune 500 company will be an added advantage.

Technical Skills:

• Advanced administrative skills.
• Advanced analytical and problem-solving skills.
• Advanced communication (written and verbal) and interpersonal skills.
• Advanced computer literacy skills – MS Office (Word, Excel, PowerPoint, and Outlook).
• Advanced events and project management and coordination skills.
• Advanced information monitoring and management skills.
• Advanced planning, organizing and prioritizing skills.
• Coaching and mentoring skills.
• Conflict management and influencing skills.
• Financial administration, analysis, and reporting skills.

Behavioural Attributes:

• Act professional and show respect.
• Assertive and influential.
• Customer focused.
• High level of integrity and trustworthiness.
• Maintain confidentiality at all times.
• Reliable and independent.
• Safety conscious.
• Show initiative, be results driven and proactive.
• Strong attention to detail and deliver high levels of accuracy.

Working Conditions

• Position is located in Accra. The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform essential functions of this job.
• This position may require travels.