Executive Assistant

SUMMARY:
Our client in Ottery, Cape Town is seeking an experienced Executive Assistant to join their dynamic team. The ideal candidate will hold a Matric certificate and a Diploma in Legal Secretarial or Paralegal studies, with strong administrative and organizational skills. Excellent verbal and written communication skills in both English and Afrikaans are essential. Additionally, the successful applicant should possess well-developed leadership abilities and junior management experience to effectively support the team and contribute to the smooth running of the office. If you're a detail-oriented professional with a passion for administration, we would love to hear from you.

POSITION INFO:
A recent professional profile photo is to accompany your application
EMPLOYMENT TYPE    :           Permanent
SECTOR                          :           Personal Assistant
BASIC SALARY              :           R66 000.00 + Benefits
START DATE                  :           A.S.A.P / Immediate

REQUIREMENTS:

• Matric
• Diploma in Legal Secretarial / Paralegal
• Strong Administration Skills
• Excellent organizational skills
• Good verbal and written communication skills (English & Afrikaans)
• Well-developed leadership and junior management skills

• Provide the full range of administrative support including but not limited to:
  • Management of purchasing authorization process from submission of POR’s to handover of signed invoices for payment.
  • Management of local and international travel arrangements for the CEO as well as arrangements for Trade and other International Fairs for all attendees.
  • Arrangement for and management of Forex linked to international travel.
  • Ad hoc personal bookings and searches for the CEO.
• Act as a support / participate in the development and implementation of administrative standards, policies and practices for the organization.

• Communicate directives and information from the CEO to Executives, managers, and others in the organization and follows up on the status of assignments.
• Receive, screen and direct incoming calls, visitors, mail and email.
• Maintain files, records, calendars and diaries.
• Control filing linked to and access to contracts / SLA’s for customers, property, property plans and so.
• Co-ordinates meetings, inclusive of Metcalf Board preparations, submission of reports to shareholders and arranging of catering for board meetings.
• Prepare draft presentations for meetings (POWWOW) for CEO.
• Minute taking where required, as well as requesting agendas and minutes for upcoming meetings.
• Manage CEO Expense Claims.

• Manage vehicle insurance portfolio from addition / removal of vehicles onto the policy to management of claims.
• Manage all insurance.
• Arrange for marine / transit cover where necessary.

• Management payment for import process, from verifying accuracy of import documentation to purchasing of Forex.
• In conjunction with Finance determine cashflow for large purchases, obtain authorization and book FEC in line with forecasted dates.
• Balance transactions with bank statements bi-weekly.

• Arrange and manage all aspects linked to large-scale internal and external events, including but not limited to company Indabas.

• Realistic assessment of own strengths and development areas and undertake actions to address weaknesses.

• Monday to Thursday: 8:00 - 17:00
• Friday: 8:00 - 15:45