Executive Assistant

Website: www.anglogoldashanti.com     

Requirement: Must have valid U.S. work authorization to be considered

SUMMARY/OBJECTIVE OF ROLE:

To provide the following services to the Chief Officer that creates the time and availability the Executive needs in order to perform his / her role:

1. Communication of business information.
2. Co-ordination and scheduling of activities.
3. Undertaking administrative support activities.

ACCOUNTABILITIES:

• Manage the Executive(s) calendar and accept/decline meetings as deemed appropriate
• Manage the Executive(s) daily diary, movements and availability.

• Maintain confidentiality of documentation, messages, and other business relevant information.Deal with and/or filter queries directly with a view to resolving them the first time, or route queries to the appropriate source and follow up to ensure they are resolved.
• Communicate on behalf of the Executive(s) to Heads of Departments and Senior/Line Management.
• Manage and oversee teleconferencing facilities, links, attending participants and relevant contact details.
• Manage the Executive(s) travel arrangements, including visas, flights, accommodation, forex, transfers, itinerary, meetings, and other relevant supportive information.
• Ensure travel is compliant with policy and be responsive to possible changes whilst Executive is in transit to support any required rescheduling.
• Manage meeting requirements e.g.
  • Venues/meeting rooms, conference or teleconference facilities, parking, equipment requirements, catering, participants, etc.
  • Notify attendees of relevant details - parking arrangements, meeting venues, etc.
  • Coordinate the compilation of documentation before and after meetings, and distribute to attendees.
• Liaise with Board Members, Executives, clients, suppliers, service providers, and guests to set meeting dates and synchronize diaries.
• Engagement with Assistants of Investment Banks, peer company Executives and other external stakeholders to coordinate confidential 1:1 meetings
• Coordinate conference session meetings from room bookings where appropriate to setting up of schedules either through conference system or externally as required.
• Maintain own diary of events and/or movements.
• Support Executives direct reports on an as needed basis with travel, calendars, scheduling, etc.
• Maintain a structured filing system – electronic and paper-based – that promotes control and easy retrieval of documentation (recent and/or archived).
• Search for and download appropriate information from inter/intranet.
• Manage and maintain the Executive(s) relevant Cost Center related inventories e.g., stationery, journal subscriptions, electronic subscriptions.
• Manage cost center reports; reject costs in monthly reports as deemed appropriate; reconcile and send accounts for processing; follow up on check issuing and/or account payments.
• Compile accurate and well-laid out documentation, minutes for team meetings.
• Screen calls, take messages, manage queries and endeavour to proactively resolve issues where appropriate.
• Maintain a high degree of confidentiality as it relates to Executives meetings, calendar and conversations;
• Maintain a high degree of confidentiality as it relates to but is not limited to the following Departmental activities such as external business development and strategic activities, exploration assessment of external opportunities and project tender processes
• Maintain close liaison with immediate manager while he/she is out of the office.
• Support the budget process, track expenditure, process invoices, and foreign payments.
• Accurately prepare monthly expense report for approval and submission in a timely fashion
• Compile and distribute Remco packs, memorandums, and reports.
• Maintain elevated levels of customer service with the client base and above-average turn-around times.
• Develop and maintain cross-functional relationships to build positive working relationships.
• Process invoices on SAP.
• Partner with other Executive Admins to provide support while other Admins are out on leave;
• Be pro-active and responsive to coordinated requests for scheduling of Executive scheduling of meetings
• Identify cost-saving opportunities without compromising delivery.
• Provide advice and supportive information as required.

The above items are not intended to be an exhaustive list of all accountabilities and duties. Other duties are required as assigned.

EDUCATION & QUALIFICATIONS:

• High School Diploma or equivalent.
• 5-10 years’ experience as a departmental / management/executive assistant.

Technical Competencies:

• Work with colleagues in the same managerial structure in a way that ensures the manager's accountabilities are met. This requires a shared understanding of the context within which the manager accountabilities lie, and requires colleagues to work together as a team and make mutual adjustments to their work.
• Work with employees in different managerial structures to ensure the respective managers’ accountabilities are met.        
• Excellent organizational skills.
• Good command of the English language with proven written and oral communication skills to draft and prepare documents.
• Display a high level of integrity and honesty.
• Promote collaboration, conflict management and teamwork.
• Deadline Driven.
• Communicate powerfully and prolifically.
• Ability to build and maintain effective collateral and cross-functional working relationships.

REQUIRED GENERAL KNOWLEDGE & EXPERIENCE:

• Technology effectiveness (Outlook, Internet, MS Office - Word, Excel, PowerPoint) with proven Excel abilities to draft spreadsheets to manage budget.
• SAP proficiency desirable.

CONDITIONS OF EMPLOYMENT:

This is a full-time, exempt position in the Denver Office

COMPENSATION: $63,351- $100,000

BENEFITS:

AngloGold Ashanti North America (AGANA) offers a competitive benefits package to include company paid medical, dental, and vision insurance premiums; flexible spending accounts; 401(k) retirement plan with employer match; vacation, paid sick leave, paid holidays.  Other ancillary benefits include employer paid basic life, accidental death and dismemberment, short-term and long-term disability insurance, wellbeing reimbursement program, tuition reimbursement and a host of other benefits.  AGANA recognizes the need for work life balance and offers a flexible/hybrid work schedule to employees.  Eligible employees will participate in the annual short-term and long-term incentive plans.  All benefits are subject to the applicable eligibility and program/plan terms and conditions and may be modified or terminated at AGANA’s sole discretion. 

AngloGold Ashanti Limited

Reg No: 1944/017354/06     

EQUAL OPPORTUNITY STATEMENT

AngloGold Ashanti North America Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type with regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.