We are looking for an experienced Executive Personal Assistant with the following attributes and skills:
The ideal candidate must be mature and hold a strong personality
Demonstrates a high level of ownership and independence
They should be extremely meticulous with detail and have the ability to multi task in a fast-paced, highly pressurized environment.
The incumbent would need to provide full secretarial duties to the CEO and Directors whilst ensuring that their diary management is running smooth on a daily basis.
The candidate must be able to be decisive, thorough and show initiative, most especially in the CEO’s absence.
There will be a great deal of exposure to sensitive information and professional, trustworthy conduct must be maintained at all times and display a high level of confidentiality
Should be able to managing an executive environment
Advanced experience in Microsoft Office: Word, Excel Power Point
Understanding of professional business communication methods and processes
Adhere and be sensitive to organisational impacts/influences (red tape, protocol, etc.)
The candidate must be Business knowledgeable
An understanding of structures, committees and processes
A sound knowledge of etiquette that is followed or prescribed in a social and/or professional setting on an executive level.
Main Duties & Responsibilities
- Full proactive management of CEO diary
- Organization of all meetings, inclusive of calendar invites,agenda’s, minutes, other necessary documentation preparation and meal orders
- Accurately screen calls, inquiries or requests
- Management of travel requirements inclusive of pre-flight/accommodation check in’s
- Ensure follow up on action items presented in meetings, including those that are the responsibility of the CEO
- Maintain records of all CEO contacts
- Effective organization of time management is of great priority
- Ensure CEO & Directors are equipped with necessary documentation to proceed with meetings
- Manage customer complaints
- Act as an ambassador for the Business when attending to clients and suppliers
- Preparation and support with PowerPoint presentations
- Assistance with all logistics for special events, information sessions, etc.
- Manage delegated correspondence on behalf of executives
- Drafting Memorandums, Resolutions and Formal letters
- Administration and Manage payment of invoices
- Filing
- Check accuracy and validity of information
- General office management
- Ordering of office supplies
- Manage office infrastructure, petty cash and services through the appropriate stakeholders
- Internal and external communication/liaison with key stakeholders
- Any other additional adhoc requirements
