Personal Executive Assistant

Recruiter:

Jobs 4 All

Job Ref:

JHB000026/AV

Date posted:

Saturday, June 4, 2022

Location:

Johannesburg, South Africa

SUMMARY:
Position Title
Personal Executive Assistant - Bromhof - JHB - Gauteng - South Africa

Position Reporting to
Executive Director of the Accountability Division & Public Governance

Position Purpose
The holder of this position will provide support to the Executive Director in a timely and professional manner, providing high-quality administrative and clerical assistance. The Personal Executive Assistant’s main duties include scheduling meetings, making travel arrangements, compiling reports, and organising daily calendars. To be successful in this role, you should be proactive, meet deadlines and communicate effectively. The successful candidate will be familiar with office management technologies and will be able to identify and address the needs of executives and perform administrative tasks to ensure the company’s workflow runs smoothly. The position requires an independent, energetic and adaptable professional who enjoys working in a fast-paced, high-energy environment.

JOB DESCRIPTION:

KEY ACCOUNTABILITIES

OUTPUT 1: ASSISTANCE (50%)

Conserves executive's time by reading, researching, prioritizing urgent matters, and routing correspondence; key focus on making the executive more productive.
Initiating telecommunications and contact between stakeholders as required.
Maintains executive's appointment schedule by planning and scheduling meetings and prioritizing the most sensitive matters, conferences, interviews and speaking arrangements and provide reminders.
Welcomes guests and visitors by greeting them, in person or on the telephone, answering or directing inquiries and identifying purpose of visit or inquiry before directing them to the appropriate department.
Protects operations by keeping information confidential.
Act as the point of contact between the executive and employees/ the public
Manage phone calls in a polite and professional manner
Facilitate internal communication (e.g., distribute information and schedule presentations)
Suggest more efficient ways to run the office and troubleshoot malfunctions
Travel arrangements

OUTPUT 2: ADMINISTRATION (50%)

Provide administrative assistance by writing and editing emails, drafting memos and letters, preparing communications on the executive’s behalf
Collecting and analysing information.
Maintaining comprehensive and accurate records.
Performing minor accounting duties.
Provides historical reference by developing and Utilising filing and retrieval systems.
Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
Take dictation and keep proper minutes
Produce reports and presentations of a high quality
POSITION INPUTS

Qualifications and Experience:

Proven work experience of at least 10 years as a personal assistant / executive assistant
Proven work experience in a law office advantageous
Solid experience with office management systems & practices
Experience exercising discretion and confidentiality with sensitive company information
Qualifications as a personal executive assistant, office management or administration or secretary advantageous

Advanced Excel and Word capabilities and demonstrable
Executive acumen abilities

Knowledge:

Proficient in various software packages eg. Microsoft office, etc.
Ability to work accurately, with an attention to detail
Knowledge of office procedures

Familiarity with online calendars and cloud systems
Technologically competent

Skills:

Writing and reporting skills
Scheduling, time management and organisational skills
Presentation skills
Strong administration skills
Excellent interpersonal and client-facing skills
Strong communication skills
Presentation skills
Strong administration skills
Excellent interpersonal and client-facing skills
Strong communication skills

Behaviours:

A high level of confidentiality
Flexibility
Sense of urgency; proactive
Effective time management
Tact and diplomacy

Team player

NB! This job is now closed. You can apply for other jobs by uploading your CV.

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