The company is a vibrant, creative, property, events and media company that is constantly evolving. The inner-city neighbourhood is home to diverse mix of people, from students and artists to professionals.
As we embark on an exciting phase of expansion, we are seeking a highly diligent and organised individual to join our team as an executive assistant. This role is pivotal in providing essential support to ensure the smooth functioning of our office and assist in various administrative and personal tasks.
Position Overview
We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to our executive. The ideal candidate will be a detail-oriented professional capable of managing multiple tasks and responsibilities in a fast-paced environment. The Executive Assistant will play a key role in ensuring efficient communication, coordination, and execution of various administrative tasks to enhance the productivity and effectiveness of the executive team. The ideal candidate will thrive in a dynamic environment and bring a positive attitude to contribute to our collaborative work culture.
Responsibilities
Office Management:
- Ensure the smooth operation of the executive office by coordinating with various departments and teams.
- Order and maintain office supplies as needed
- Coordinate and manage executive calendars, including scheduling meetings, appointments, and travel arrangements.
- Anticipate scheduling conflicts and proactively resolve them to optimize executive's time.
- Act as a liaison between executives and internal/external stakeholders.
- Draft and edit correspondence, emails, reports, and other documents on behalf of executives.
- Prepare meeting agendas, documents, and presentations.
- Attend and take minutes during meetings, distribute minutes, and follow up on action items.
- Arrange domestic and international travel, including flights, accommodations, and transportation.
- Provide detailed itineraries and ensure executives are well-prepared for travel.
- Handle confidential information with discretion and professionalism.
- Assist with document preparation, proofreading, and editing.
- Manage and prioritize incoming requests and inquiries.
- Support executives in various projects, coordinating tasks and ensuring deadlines are met.
- Conduct research and compile information for special projects as needed
- Track and reconcile executive expense reports in a timely and accurate manner.
- Monthly generation of customer invoices
- Daily capturing of supplier invoices
- Daily cashbook processing
- Proven experience as an Executive Assistant.
- Excellent organizational and time-management skills.
- Process driven
- Strong written and verbal communication skills.
- Proficient in Microsoft Office Suite and other relevant software.
- Ability to handle sensitive information with confidentiality.
- Exceptional attention to detail and accuracy.
- Proactive problem-solving and decision-making skills.
- Previous bookkeeping experience for processing customer invoices, supplier invoices, cash book processing and preparing reconciliations.
- Experience with an online accounting package an advantage
- Bachelor's degree preferred.
- Previous experience in executive support roles is a must.
