Executive Assistant

SUMMARY:
Are you an experienced executive assistant with a knack for supporting high-level executives? We’re looking for a dynamic individual to join a leading capital advisory company and provide top-tier assistance to our directors. In this role, you will be responsible for managing complex schedules, handling travel arrangements, and ensuring smooth daily operations. You’ll be an essential part of a team, working alongside busy professionals, with the opportunity to make a direct impact on the company’s success. If you thrive in a fast-paced environment and have a passion for organization and problem-solving, we’d love to hear from you!

POSITION INFO:

Job Description:
As the Executive Assistant, your duties and responsibilities include the following:
Manage executives' appointment schedules, including planning and coordinating meetings, conferences, teleconferences, and travel arrangements
Provide administrative support to ensure smooth daily business operations
Prepare documents for director approvals, ensuring they meet deadlines
Assist directors in sourcing relevant tenders and managing the bid process
Prepare and file BBBEE Affidavits
Manage contracts by creating and maintaining all forms in an accessible register for easy reference
Source service providers and office equipment, ensuring proper benchmarking
Liaise with the landlord regarding lease agreements and maintenance issues
Ensure facilities comply with government regulations, health, and security standards
Oversee building projects, renovations, and refurbishments
Register and apply the company to relevant databases, systems, and processes
Maintain and renew customer accounts as needed
Serve as back-up for kitchen and scanning duties during the Office Assistant's leave
Conduct KYC, FICA, and other compliance registrations
Handle bank account applications
Log IT-related queries and follow up until tasks are completed
Organize team celebrations, visitor meals, gifting, and year-end functions
Address ad-hoc requests as required
Schedule dates for monthly meetings
Draft the agenda and ensure it is circulated within the specified time frame
Monitor action items during meetings and record them accordingly
Take minutes and ensure they are signed off for filing upon approval
Handle ad-hoc requests as needed
 
Skills & Experience:
Proficiency in Microsoft Office Suite
System processing (Oracle based systems would be advantageous)
5 years of experience in a similar role
 
Qualification:
Any relevant administrative qualification
Completed Matric
 
 
Contact JENELLE COOKSON on 021 418 1750, quoting the Ref: CTF020412.
 
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