Company in Bedfordview is urgently looking for a Personal Assistant to the CEO

The role is responsible to provide personal administrative support to the CEO, Directors, and the executive team.

Competencies required for the role:

Technology skills

· Ability to multitask and prioritize tasks

· Excellent time management skills

· Efficient

· Strong communication skills (both written and verbal)

· Well-developed organizational and planning skills

· Interpersonal skills

· Networking skills

· Administrative skills

· Attention to detail and accuracy

· Confidentiality

· Professional discretion

· Initiative

· Time management skills

· Minute taking skills

· Attention to detail

· Proactive

Role and responsibilities:

1. Travel

• Executive – arrange and prepare travel documents such as passports, visas, application forms, Covid19 forms, concierge services, forex, travel cash for tipping, online check-in, arrange greeters, peruse, and verify bank transactions. Arrange VISA''s, monitor trips and flights. Obtaining quites and booking holidays, convert curriencies. Recons of travel slips.

2. Private Properties
Dubai

• Attend to monthly municipal payments
• Apartment Insurance (implement, manage and maintain policy)
• Vehicle Insurance (implement, manage and maintain policy)
• Maintain adequate filing system

2. London

• Payments (ensure that payments are made and request proof of payment)
• Maintain adequate filing system
• Apartment Insurance (implement, manage and maintain policy)
• Car Maintenance
• Apartment Inventory
• House helper

3. Personal

• Atten to personal diary wit hregards to Gym, personal appointments and schedules, assist with Xmas and birthday lists.

4. Miscellaneous

• Answer and manage incoming and outgoing calls
• Monitor WhatsApp Groups and call and Canvass for information (Elon Musk, Google Head of Africa)
• Ensure all instructions on WhatsApp are carried out
• Send daily schedule to CEO which is to include Special Reminders i.e. Birthdays and appointments for the day
• Perform clerical duties to include but not limited to photocopying, faxing, laminating, binding, mailing, and filing
• Keep Adequate Filing and record of Cavaleros Head office Keys
• Ensure Strong Room Safe Inventory is Updated along with Sabrina
• Update Phone Contacts
• File and retrieve documents and reference materials
• Organising meetings and booking meeting rooms
• Preparing papers for meetings
• Meet and greet clients and visitors
• Conduct research on the internet
• Maintain an organized filing system of paper and electronic documents
• Maintain telephone databases
• Perform general clerical duties
• Control and issuing of vouchers (Norwood Mall and Village View)
• Jewellery and Handbag valuation lists (implement and maintain)
• Alcohol orders (house & office)
• Planning, organising, and managing personal events
• Organizing Snacks for executive meetings and events
• Opening files and labeling and capturing for index
• Cleaning Penny’s desk – paper and files
• Making folders for PC and AC
• Keeping Strong Room Tidy
• Sorting gifts for Wrapping/ Deliveries

Information Technology/General

• Fully responsible for all data management and IT integrations
• Programming phones
• Updating websites/intranet
• Assist staff with all IT related problems along with Leonie
• Logging tickets for IT problems and follow up thereof
• Maintenance and security of IT system
• Keeping track of service rendered by Service Provider
• Research, price, and purchase of all IT supplies
• Printer Maintenance along with Lorraine

Electronic Stationery / Websites / Company Image & Brochures

• Fully responsible for all data management and IT integrations
• Programming/ updating info
• Vacancy schedule list distribution queries and forwarding
• Updated Images for Brochures and Website – Co-ordinate
• Meeting to update brochures
• Double check them
• Query issues with Website companies
• Check costs
• Printing – Print brochures and ensure all in order
• Process payments and invoicing
• Constant Monitoring and Security Breaches as well as Cav Group Mailers

Primary Objective

• Provide personal administrative support to the executive directors and executive team
• Duties include general clerical work
• Project a professional company image through in-person and phone interaction
• Work cooperatively with each other to work flexible and helpful to one another

Secondary Objective:

Hyde Park House

• Reconciliation, checking of entries against bank statement and signing off payment slips pertaining to shopping done by Butler;
• Manage Tailor and payments
• Ordering of items for Directors online, doing recons, calling, and sourcing,
• Monitoring of camera access
• Sorting our Ipad and Phones

Other assignments

• To perform any reasonable assignment if requested to do so by management.

Working conditions

• Work requires occasionalweekend and/or evening work