Executive Assistant

Recruiter:

Time Personnel

Job Ref:

CPT002319/Del

Date posted:

Friday, September 9, 2022

Location:

Observatory, South Africa

JOB SUMMARY:
Are you energetic and enjoy a fast-paced, dynamic environment where you are an effective planner and use your initiative to be on top of your workload for a group of Directors?
Our International Client based in Observatory requires your proactive administrative, organizational, and logistical service to several Senior Leadership Team Directors & their teams.
Essential to be equipped with Advanced Excel and PowerPoint plus all the major attributes to be the best hands-on EA.

JOB DESCRIPTION:

REQUIREMENTS

Grade 12 essential; a Tertiary Qualification in Business Administration and/or a PA Diploma preferred.
A minimum of 5 years proven work experience in an Executive PA position supporting several Directors.
Proven track record of managing high profile company events.
Able to multi-task, prioritize work & meet tight deadlines.
Possessing excellent communication skills; proficient in both written & spoken English.
Attention to detail, well-organized, courteous, conscientious, resourceful and proactive with sense of urgency in completing tasks.
Self-motivated with a high level of integrity.
Excellent interpersonal, communication, presentation, negotiation and reporting skills.
Flexible working attitude, team player and able to work under a minimum supervision.
A good deal of common sense, etiquette and an ability to think on one’s feet.
Advanced computer literacy (MS Office, Excel, PowerPoint).
Proven budget management skills an advantage.
Professional telephone manner, use of discretion and confidentiality
Proven ability to work under pressure.

DUTIES

Provide a full range of personal and executive secretarial support to the Directors including general administration work (as well as MD if required).
Full management of Directors electronic diaries, organising meetings, assessing priority of appointments and reallocation as necessary.
Manage Directors travel arrangements (including visas/accommodation) occasionally extending to teams if necessary.
Process Directors correspondence, ensuring that incoming correspondence is dealt with by the Director or behalf of the Director, or other staff as appropriate.
Maintain Directors office systems, including data management and filing.
Maintain records of Directors contacts.
Completing travel and expense reports for the Directors.
Screen calls, enquiries and requests, and deal with them when appropriate.
Assist Director in researching and following up with action on matters which fall within the Directors responsibility – chasing responses, triggering follow-up action.
Produce documents, briefing papers, advanced excel reports and advanced Powerpoint presentations for the Directors.
Organise meetings/conferences and ensure that Directors are well prepared. Preparing agendas, pre-meeting briefings, meeting papers and taking minutes.
Provide extensive event management support from start to finish i.e.: venue allocation, event plan & concepts, budget management, handling logistics, branding & comms, programme delivery and event debriefing sessions.
Work as part of a PA pool supporting the GM’s PA with business-critical projects as and when necessary.
Occasional reception relief over unplanned periods if required, answering calls and meeting and greeting clients.
Any other duties as may reasonably be required by the Directors.

Salary: R dependent on experience

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