Executive Support Unit

28 February 2023
Executive Support Unit members (from left) Charmaine Dublin, Lizette Hendricks, Megan White and Mandy Constant. <b>Photo</b> Lerato Maduna.
Executive Support Unit members (from left) Charmaine Dublin, Lizette Hendricks, Megan White and Mandy Constant. Photo Lerato Maduna.

The Executive Support Unit (ESU) assisted the Communication and Marketing Department (CMD) significantly for yet another demanding but successful year.

Top highlights of the year:

  1. We conducted ‘operation clean-up’ at Welgelegen [CMD offices] and held an IT sale. Old CMD computers and accessories were sold to staff.
  2. We hosted and coordinated the first Institute for Justice and Reconciliation (IJR) workshop for the department, which essentially supported transformation in the department.
  3. We conducted asset management via the asset register, which records new purchases, stock inventories, insurance claims, asset movement control and verifications and e-waste discarding.
  4. We logged an average of 30 maintenance calls with external suppliers.

Meetings coordination

Meeting coordination, scheduling, recording and minute writing is one of the primary duties of the executive support team.

As part of our primary duties, we scheduled and coordinated 129 meetings [recording and talking minutes as well]. These included Management, Finance, Human Resources, Executive, Transformation Committee, Development, Communication, Advancement and Marketing (DCAM), staff meetings and activities.

Administration support and human resources

We assisted with administration of new staff welcome and HR payments, recruitment and administration, which includes building upkeep and space allocation.

Recruitment: Three vacancies were filled.

Finance: Four hundred and 10 [410] invoices were processed, with weekly purchase order reporting.

Central admin: Executive reports, administrative and logistical processes were digitised and managed (software licensing, subscription renewals etc), thereby efficiently supporting all CMD units.

Brand and Stakeholder Relations: Assisted with hybrid events.

Building management: building upkeep and space allocations. Open spaces were set-up for staff to use when working from the office.

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