Executive Assistant

Recruiter:

Wasteplan

Job Ref:

JHB000045/CM

Date posted:

Tuesday, January 10, 2023

Location:

Pretoria, South Africa

JOB SUMMARY:
We are looking for a detail-oriented and skilled senior Executive Assistant, to provide support to our Director for Human Resources and Legal as well as our Chief Financial Officer. The ideal candidate should have at least 10 years tenure in similar roles and be an energetic and go-getter type personality. Prior experience working in finance or legal is preferred.

JOB DESCRIPTION:

Job Summary
To provide an efficient and responsive administrative, organisational and logistical support function to the Executives, helping them to manage and prioritize their time. To ensure full administrative support, scheduling of diaries, minute taking, document construction and review and ensure that general Executive support is provided in all necessary and required areas

Responsibilities

Administrative assistance

Strategic objective / goal: maximise efficient administrative support to the Executives and helping them to manage and prioritize their time
Provide a high level of confidential service and administrative support to the Executives
Manage and maintain the Executive’s diaries
Schedule meetings with clients and / or service providers, direct reports and the committees and groups to which they are members
Ensure the guests meeting with the Executives are received hospitably
Filter general information, queries, phone calls and invitations to the Executive by redirecting or taking forward such contact as appropriate
Keep and maintain an accurate record of documents and correspondence
Prepare correspondence on behalf of the Executives, including the drafting of general replies
Preparation of reports as required for the Board, EXCO and reporting meetings
Compiling and timely submission of reports as requested
Responsible for all general assistance such as filing, scanning, copies, etc.
Coordinate and arrange travel and accommodation requirements and provide itinerary as required
Identifying system improvements and innovations that may result in more efficient and effective work processes
Carry out any other duties which may be required within the overall function of the job

Legal assistance

Strategic objective / goal: maintain compliance with policies, procedures and instructions for all legal processes and documentation
Manage the process and storage of various legal documents

Meeting administration

Strategic objective / goal: optimise planning to ensure productive meetings
Schedule and arrange all meetings as required
Make boardroom and conference call bookings as per procedures
Prepare agendas, attendance registers and minutes for meetings as required, and filing of these documents after meetings
Collate and distribute all documents ahead of the meetings
Ensure action points for the Executives are actioned on time and appropriate feedback is given to relevant parties

Human resources assistance

Provide required HR support to the Executive
Assist the Executive with the management of HR documents including, but not limited to, ensuring that all documents are in correct format, on correct letterheads, and that there is uniformity regarding utilization of such documents across all departments and regions
Schedule all policy committee meetings, take minutes and action amendments on policy documents as per the policy committee decisions
Ensure that new and updated policies are placed in the correct format on the applicable document before arranging for sign off of the policy

Requirements

Minimum Matric. A relevant Diploma or Degree will be advantageous
Minimum 10 – 15 years working experience in a similar role
High proficiency in Microsoft Office is essential
Valid driver’s license and own reliable transport essential

Employment will be implemented in accordance with the Employment Equity Act.
Only Applicants considered for the role will be contacted.

Closing date: 20th January 2023

NB! This job is now closed. You can apply for other jobs by uploading your CV.

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