Executive Team Assistant

SUMMARY:
Are you working in a high Executive Profile Assistant position, supporting Directors in a large professional environment?
 
Our International client requires your personal assistant experience working with Directors with managing their diaries, documents, briefing papers, advanced Excel reports, and advanced PowerPoint presentations. Team budget management will be advantageous.
 
They welcome a flexible working attitude, mature personality, strong team player yet an independent worker.

POSITION INFO:
REQUIREMENTS

• Grade 12 essential
• 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
• Excellent verbal and written communication skills in English
• Advanced computer literacy (MS Office, Excel, PowerPoint)
• Proven track record of managing high profile company events
• Sound experience in executing & managing all logistics around Global/Local visitors/groups
• Able to multi-task, prioritize work and meet tight deadlines
• Attention to detail is critical, well-organized, courteous, conscientious, resourceful and proactive with sense of urgency in completing the tasks assigned
• Self-motivated with a high level of integrity
• Excellent interpersonal, communication, presentation, negotiation and reporting skills
• Good flexible working attitude, mature personality, team player and able to work under minimum supervision
• Proven budget management skills an advantage
• Professional telephone manner
• Proven ability to work under pressure
• Discretion and confidentiality essential

• Provide a full range of personal and executive secretarial support to the Directors including general administration work (as well as MD if required).
• Produce documents, briefing papers, advanced excel reports and advanced PowerPoint presentations for the Directors
• Full management of Directors electronic diaries, organising meetings, assessing priority of appointments and reallocation as necessary.
• Manage Directors travel arrangements and expenses (including visas/accommodation) occasionally extending to teams if necessary.
• Process Directors correspondence, ensuring that incoming correspondence is dealt with by the Director or on behalf of the Director, or other staff as appropriate.
• Maintain Directors office systems, including data management, filing, DocuSign uploads and alive approvals.
• Maintain records of Directors contacts.
• Manage functional team budget and maintain functional org charts.
• Raise functional POs as and when necessary.
• Complete 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 etc.
• Organise meetings/conferences and ensure that Directors are well prepared. Preparing agendas, premeeting briefings, meeting papers and taking minutes.
• Provide extensive event management support from start to finish ie: venue research, event & concept planning, 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