Admin/Executive Personal Assistant

SUMMARY:
Main Job Purpose

We are seeking a highly organized, proactive, and detail-oriented Executive Personal Assistant to support the Executive Team members and oversee all administrative office activities. The role involves a wide range of responsibilities, including managing office supplies, budgeting, booking travel, handling communications, and providing daily support to ensure smooth office operations and assisting with hospitality services for visitors and management.

Organogram:

Superior: Acting General Manager and Business Manager
This Position: Executive Personal Assistant
Subordinate 1st Level: Office Attendant

POSITION INFO:
Education and Experience

School: Grade 12
Post School: Diploma/Higher Certificate in Secretary/Business Administrator qualification
Technical Expertise: Advanced computer literacy skills (MS Office)
Experience: At least five years’ proven experience in supporting a Senior Executive and managing administration activities.
Supporting more than 1 Senior Executive will be an advantage
Other: Valid Light Motor Vehicle Driver’s License

Key Competencies Required To Meet the Job Outcomes

• Excellent written and verbal communication skills in English.
• Excellent computer literacy skill with advanced knowledge of MS Office applications.
• Strong interpersonal relationship skills.
• Report writing and presentation skills.
• Strong problem solving and administration skills with the ability to collect, organise, and disseminate information with attention to detail and accuracy.
• Ability to work under pressure in high urgency environment that requires discretion and diplomacy.
• High level of honesty, discretion and management of confidential information.
• Strong planning and organisational skills with the ability to prioritize tasks effectively.
• Strong skills in anticipating, preventing and solving problems.
• Ability to multitask.
• Professional appearance and demeanour.
• Ability to work effectively and collegially in a team-based environment.
• High level of trustworthiness and ethical decision-making.
• Highly motivated individual with strong self-management skills.
• Strong assertiveness with diplomacy.

• Attention to detail
• Communication
• Conflict management
• Adaptability
• Stress tolerance
• Initiative
• Judgement
• Decision-making
• Teamwork
• Time Management
• Confidentiality

• Driver of a light motor vehicle on public roads
• Working conditions are normal for an office and Toll Plaza environment
• Work requires extensive work using a computer
• Travelling

• Oversee the purchase and management of office supplies, including snacks, cleaning materials, and other necessities.
• Maintain inventory of office supplies and ensure timely restocking.
• Manage the office budget, track expenses, and provide regular reports to ensure financial control.
• Implement and maintain administrative systems, including filing, contact lists and databases.
• Reconcile credit card expenses and file invoices in an organized manner.
• Manage daily activities of Office Cleaning Assistant and assist with the maintenance of office space, ensuring a clean, organized working environment.
• Ensure records are maintained to provide current, accurate and accessible information.
• Meet and greet visitors at all levels of seniority in a professional manner.
• Assist with board pack preparations.
• Manage and coordinate all maintenance activities, including repairs, renovations and general upkeep of the office.
• Oversee the work of contractors to ensure it meets company standards and is completed on time and within budget.
• Prepare and manage the office maintenance budget, ensuring cost-effective solutions are implemented.
• Track and report on office maintenance costs, identifying areas for potential savings.

• Provide daily administrative support to executives, ensuring all tasks are prioritized and completed efficiently
• Manage executives’ calendars, scheduling meetings, appointments, and travel arrangements.
• Maintain confidentiality with sensitive documents
• Prepare and organize documents, presentations, and reports as required.
• Respond to queries, phone calls, and emails in a professional and timely manner, both verbally and in writing.
• Handle incoming emails, determining the appropriate course of action, referral or response.
• Prepare and manage confidential correspondence and matters as required.
• Draft letters and other correspondence as and when needed.
• File, scan, and organize important documents and correspondence.
• Assist with the completion and submission of forms and applications.
• Prepare and maintain schedules for meetings, appointments, and events.
• Manage access control and assist with onboarding processes for new employees.
• Provide support with day-to-day office activities to ensure smooth operations.
• Find and manage reasonable suppliers for uniforms and branding, ensuring quality, timely delivery, and cost-effectiveness.

• Arrange and coordinate frequent domestic and international travel arrangements with meticulous attention to detail.
• Arrange all necessary visas, travel insurance and documents required for international travel.
• Reconcile travel-related costs and expenses.
• Coordinate and manage all company events, meetings, and functions, ensuring all logistics and arrangements are in place.
• Provide logistical and administrative support for meetings and events, including venue bookings, attendance coordination and document distribution.
• Handle visitor access control and assist with applications for new employees
• Arrange corporate gifts as and when required.
• Ensure that Office Attendant serves tea, coffee, and drinks to visitors, management, and executives as required during meetings or office visits.