EXECUTIVE ASSISTANT

SUMMARY:
EXECUTIVE ASSISTANT

POSITION INFO:

Job Title: Executive Assistant
Contract Type: Permanent, onsite
Industry: Gambling & Betting
Location: Randburg, Gauteng

Essential Functions:
Clerical & Secretarial:
Capturing of meeting minutes and uploading onto our web-based project management software (including assigning of next steps); Sending of daily reminders; Organising and maintaining diaries and making appointments for the Executive Team; Support for document creation/filling in;
Pre-approval requisition signed by CFO prior to arranging travel, visas, transports and accommodation; Reminding the manager/executive of important tasks, deadlines and meetings; For certain items, being first point of contact: dealing with written/verbal correspondence; Personal errands for Directors; Managing mailbox for CIO; Arranging of Uber vouchers for staff and clients as per approval by CFO.

Administrative:
Typing, compiling and preparing minor reports; Ensuring that slips for purchases made on the company credit card are accounted for and signed off by CFO. All soft copies to be emailed to finance department and hard copies to be filed away; Setting up internal & external meetings and supplying guests with drinks/snacks; Arranging of cakes/flowers where required for internal staff purposes; Booking of boardrooms for meetings to be held ensuring there is no overlapping (including booking of offsite boardrooms); Booking of Company Vehicles for use by staff;
Working closely with various banks for documents required; Assisting with updated and new Bank Guarantees; Keeping record of Forex payments made; Assisting with company secretarial matters on an Ad Hoc basis; Ordering of weekly edibles for meetings; Placing of refreshments in Directors’ offices daily; Ordering of office consumables as and when required.

Cleaning Staff:
Line Manager to four (04) cleaning staff members;
Compiling proper roster and duty schedules and making sure the same is adhered to; Assisting with any queries/issues and leave applications and ensuring HR is informed timeously of planned leave; Working closely with our external cleaning company (Cleaning Medic) in conjunction with cleaners

Skills, knowledge and other requirements:
Strong attention to thoroughness and detail;
Excellent organizational skills and time management skills;
Ability to respond appropriately to unexpected challenges and shifting priorities; Ability to work on multiple tasks simultaneously and prioritise daily workload; Knowledge of office management and procedures; Problem solving and decision-making skills essential; Proficiency in Microsoft Office (Intermediate Level); Excellent written and verbal communication skills; Ability to maintain utmost discretion and confidentiality.

Requirements: Experience, Education and Other:
Grade 12; Tertiary education (an advantage); 5 years’ experience in a same/similar role is preferred; Previous experience in a betting company