Executive Personal Assistant

We are looking for a talented Executive Personal Assistant to provide secretarial and administrative support in a well-organised and timely manner. You will work closely with senior managerial and executive staff. Work with some of the best minds in the industry and play a pivotal role in helping our senior managers make the best use of their time!

Responsibilities :
Acting as first point of contact by dealing with correspondence and phone calls on the Executives behalf.
Managing and coordinating electronic diaries to ensure maximisation of the Executive(s) time.
Organising meetings and appointments, controlling access to the Executive(s).
Maintaining office supply inventory and any other supplies as required
Preparing, completing and submitting expense claims and expensive reports on behalf of the executive.
Recording, producing and distributing minutes of meetings and following up on outstanding items.
Preparing meeting agenda.
Reminding the Executive(s) of important tasks and deadlines.
Implementing and maintaining procedures and/or administrative systems.
Coordinating and arranging local and international travel for the Executive(s).
Developing relationships with internal administrative staff to facilitate meeting planning and scheduling.
Coordinating with Executives direct reports to gather and distribute information.
Assisting with refreshments, catering arrangements, parking requests, and managing boardroom bookings.
Research, prioritize and follow up on incoming issues.
Managing internal and external correspondence on behalf of top and/or senior management.
Scheduling appointments, maintaining an events calendar, and sending reminders.
Drafting, copying, formatting, scanning, faxing documents and minute taking.
Adhoc document support (following up on documents).

Requirements :
Knowledge, skills and attributes:
Trustworthy with impeccable moral standards.
Excellent attention to detail.
Excellent verbal and written communication skills and a service-oriented aptitude.
Demonstrate a positive attitude towards work and can manage assigned job processes.
Able to cope well under pressure and extremely organised.
Display the required level of confidentiality, discretion and professionalism when dealing with sensitive information.
Excellent interpersonal skills and can interact with a variety of internal and external stakeholders across all levels in the organisation.
Highly organized and ability to multitask.
Strong attention to detail.
Willingness to work long and irregular hours.
Demonstrate agility and flexibility in response to changing priorities and needs.
Resourceful in ever-changing situations.
Display an proactive approach to work anticipating the needs of others before anyone else.
Demonstrate a positive attitude towards work and can manage assigned job processes.
Able to cope well under pressure.
Ability to get the message across with a desired effect.

Education and training:
Matric
Secretarial and/or Office Administration Management Diploma Experience:
At least 2 4 Years in a similar capacity, supporting more than one Executives
Extensive experience creating documents and spreadsheets, using MS office 365

The successful candidate to have their own vehicle and a valid drivers license.