Executive Personal Assistant
Job Description
To help the executive for whom they work with tasks such as scheduling; reviewing, prioritizing, answering and returning phone calls; organizing documents; maintaining records; taking notes at meetings diary management, travel bookings and any other administrative tasks that help the executive perform their job.
KEY RESPONSIBILITIES:
- Diary Management of multiple calendars. This might be the Managing Director and other Executives or group of Executives only
- Maintain contact details database for service providers, vendors, and all other relevant contacts for the MD and Executives in a form of business cards, emails and guest list
- Raise POs and facilitate payments for the service rendered by the service providers
- Coordinating and confirming all logistics for appointments, including transportation
- Liase with relevant Management teams on the Executive diary needs and scheduling
- Full responsibility for travel bookings, car hire and accommodation including arrangements of Visa documentation and request for international travel of Executives
- Provide detailed itineraries for all trips, ensuring all information is also accessible in Outlook, include contact information for all meetings and events
- Maintain highly confidential information and files for the relevant Executives and the MD and collaborate with human resources on their information where its required
- Sourcing and Booking of conferences for the Executive Committee as and when required
- Maintenance of expenses, tracking databases for purchases and returns, gifts, invitations, expenses and acknowledgements
- Ensure that the MD and/or Executive’s day-to-day responsibilities are managed, prioritized and scheduled appropriately
- Assist in office management and ordering of refreshments as and when required
COMMUNICATIONS & WORKING RELATIONSHIPS:
Internal:
- Executives and MD
- Management Teams
- Group Executives
- Marketing Team
Reasons for Interaction:
- Day to day diary management
- Internal arrangements
- Management Review Meetings
External:
- Partners and Vendors
- Service Providers
Reasons for Interaction:
- Conferences
- Service offering
QUALIFICATIONS, EXPERIENCE, & SKILLS:
Educational Qualifications and Years of Experience
- Grade 12 and/or Diploma in Secretarial or any relevant qualification
- Minimum 5 years experience supporting senior management executives within multinational company
- 4+ years of previous experience providing Administrative and Personal support to Executive-level staff
- 5 years experience in similar positions (Executive Assistant and Office Support roles, preferably in multinational companies)
- To be able to deal with people at all levels across a multicultural environment
- Have availability to travel if necessary and be able to work extra hours if required
- Used to working for a senior leader in an organisation
Other requirements
- Typing
- Answering phones
- Computer
- E-mailing
- Problem solving and finding solutions
- Project Management
- Setting up of System File Trees
- Maintenance of record management systems
- Organising and Planning
Computer programs:
Office: Excel, Word, Power point,Access
- Outlook
- SharePoint
- Internet Explorer, Chrome, etc
Behavioural Competencies
The incumbent is required to have demonstrated the following competencies:
- Interpersonal skills
- Prioritisation skills
- Conflict management
- Editing of Documents
- Creating new documents in Word, Excel, PowerPoint
- Report writing
- Data capturing to monitor, measure, evaluate and analyse
- Lead and minutes taking in meetings
- Basic Office equipment and software use
EducationNational Certificate Level 4 (N4) / Grade 12 (Required)