Executive Personal Assistant to support 2 executives.
The Executive Personal Assistant provides personal, administrative and executive support to the 2 Executives. The Exec PA should have the ability to interact with all departments at all levels including Executives and board members. Must have effective planning and organizational skills and excellent telephone etiquette. Must be able to work independently, under pressure and must take full responsibility and accountability for their work. Must be organized, methodical, detailed and analytical and able to think-out-the-box and generate new ideas for efficiency and effectiveness. They will serve as the point of contact for internal and external constituencies on all matters pertaining to the Executives. The Executive Assistant serves as a liaison to the Board of Directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. They will be required to manage the office environment and provide customer service to internal and external stakeholders. Attention to detail, effective time management, report compilation, high level of confidentiality and discretion and meticulousness is an inherent requirement of the job. Assist with all personal matters and requests from the Executives as and when required.
Responsibilities:
- Responsible for organizing internal and external meetings on behalf of the executives, ensuring all necessary arrangements are made e.g. meeting venue, equipment, presentations, agenda and catering etc.
- Act as liaison between the Executives and other internal and external stakeholders including the public and represent and communicate issues timeously.
- Receive and screen communications to Executives including telephone calls, email messages, and provide assistance using independent judgment to determine those requiring priority attentions; research and respond to communications as appropriate.
- Provide information to other departments, internal and external parties and organizations and committees
- Maintain appointment schedules, calendars, and coordinate travel arrangements.
- Prepare a variety of complex reports, including attending meetings to gather information and compile minutes, Review and summarize miscellaneous reports and documents
- Maintain appointment schedules, calendars, and coordinate travel arrangements.
- Coordinate and organize meetings, meeting minutes and records and follow up on action items. Receive and screen communications including telephone calls and email messages, and provide assistance using independent judgment to determine those requiring priority attention; research and respond to communications as appropriate.
- Assist with all personal matters and requests from the Executives as and when required Perform special projects and other duties as assigned.
- Prioritizes conflicting needs; handle matters expeditiously and proactively
- Attend to all adhoc requests
- Work Collaboratively
- Build a culture of respect and understanding across the organisation
- Recognise outcomes which resulted from effective collaboration between teams
- Build co-operation and overcome barriers to information sharing, communication and collaboration across the organisation
- Facilitate opportunities to engage and collaborate with external stakeholders to develop joint solutions
SKILLS:
Planning and Organizing: Works without supervision and provides technical guidance when required onplanning, organizing, prioritizing and overseeing activities to efficiently meet business objectives.
Verbal Communication: Uses clear and effective verbal communications skills without supervision and provides technical guidance when required on expressing ideas, requesting actions and formulating plans or policies.
Policy and procedures: Works without supervision and provides technical guidance when required on developing, monitoring, interpreting and understanding policies and procedures, while making sure they match organizational strategies and objectives.
Computer Skills: Supports business processes without supervision by understanding and effectively using standard office equipment and standard software packages, while providing technical guidance as needed.
Action Planning: Works with guidance (but not constant supervision) to develop appropriate plans or perform necessary actions based on recommendations and requirements.
EDUCATION
Minimum grade 12 qualification
Tertiary certification / qualification will be an advantage
EXPERIENCE
General Experience A minimum of 3 years’ experience working as an Executive PA
Excellent filing skills and attention to detail
Secretarial and administrative work experience.
At least 5 years’ experience as a personal assistant of which 3 as an executive assistant.
Excellent typing Skills
Committed to excellence in customer service delivery
Computer literate, MS Office with strong Ms. Excel & Ms. Word Excellent interpersonal skills.
Salary: R400 000p.a - R500 000pa CTC
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