PA & Executive Administrator

SUMMARY:
The Personal Assistant (PA) & Executive Administrator provides high-level administrative support to senior executives, ensuring smooth day-to-day operations. This role involves managing schedules, handling confidential information, coordinating meetings, and assisting in business operations. The ideal candidate should be highly organized, detail-oriented, and able to multitask in a fast-paced environment.

POSITION INFO:
Roles and Responsibilities
Job Overview
The Personal Assistant (PA) & Executive Administrator provides high-level administrative support to senior executives, ensuring smooth day-to-day operations. This role involves managing schedules, handling confidential information, coordinating meetings, and assisting in business operations. The ideal candidate should be highly organized, detail-oriented, and able to multitask in a fast-paced environment.

Key Roles & Responsibilities
Executive Support & Administration:
Manage the executive’s calendar, including scheduling meetings, appointments, and travel arrangements.
Screen and prioritize emails, calls, and correspondence, ensuring timely responses.
Prepare and edit reports, presentations, and documents for executive meetings.
Handle confidential information with discretion.

Office & Business Operations:
Act as the main point of contact between the executive and internal/external stakeholders.
Assist in the planning and coordination of office operations, events, and projects.
Maintain and organize office records, files, and databases.
Coordinate administrative procedures and document management.

Meeting & Event Coordination:
Organize and coordinate meetings, including agenda preparation, minutes & note-taking, and follow-ups.
Arrange conferences, workshops, and corporate events as required.
Ensure that all logistical arrangements for meetings and events are in place.

Communication & Relationship Management:
Maintain professional relationships with key stakeholders, clients, and vendors.
Act as a liaison between executives and employees, ensuring smooth communication.
Draft and proofread correspondence, reports, and communications on behalf of the executive.

Project & Task Management:
Support executives in managing projects by tracking progress and following up on deliverables.
Assist in budget management, expense tracking, and financial documentation.
Conduct research and compile data for reports, presentations, and decision-making.

Key Performance Indicators (KPIs)
Administrative Efficiency
Calendar Management Accuracy: % of meetings scheduled without conflicts.
Task Completion Rate: % of tasks completed on time.
Document Accuracy Rate: % of reports and documents with no errors.

Communication & Coordination
Response Time: Average time taken to respond to emails and calls.
Meeting Coordination Success Rate: % of meetings arranged without rescheduling.
Stakeholder Satisfaction Score: Feedback from internal and external stakeholders.

Executive & Office Support
Project Completion Rate: % of assigned projects completed within deadlines.
Confidentiality Compliance: Zero breaches of confidential information.
Travel & Event Planning Efficiency: % of error-free bookings and successful events.

Relationship Management & Organization
Client/Stakeholder Satisfaction Rating: Feedback score from executives and team members.
Follow-Up Effectiveness: % of follow-ups completed on time.
Office Organization & Documentation Score: Audit results for record-keeping accuracy.

Qualifications & Skills Required
Education & Experience
Bachelor's degree in Business Administration, Management, or a related field (preferred)
Minimum of 3-5 years of experience as a PA, Executive Assistant, or Administrator.
Experience working with senior executives or in a corporate environment.

Key Skills & Competencies
Strong organizational and time management skills.
Excellent written and verbal communication skills.
High attention to detail and problem-solving abilities.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management tools.
Ability to work under pressure and handle multiple tasks simultaneously.
Discretion and professionalism in handling confidential information.

Employment Details
Employment Type:
Permanent Employment
Industry:
Solar & Renewable Energy
Work space preference:
Work Onsite
Ideal work province:
Gauteng
Ideal work city:
Midrand
Salary bracket:
R 20000 - 30000
Drivers License:
CODE B (Car)
Own car needed:
Yes

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