Executive Personal Assistant (Administration)

Overview

This position is responsible for all administrative support activities and effective coordination of the CEO's office. The key focus areas are:

• Personal assistant support to CEO
• Administration and office support to CEO (and at times the EXCO team)

Qualification

• Minimum: Grade 12 and a recognized Secretarial or PA Diploma +
• Extensive experience as a secretary or personal assistant at a senior manager/executive level in a corporate environment. 6-7 years' experience,
• Excellent computer literacy and skills with experience in all MS packages, such as MS Word, MS Excel, MS PowerPoint, MS Outlook
• Must be confident in all communication have a strong service orientation and focus.
• The ability to manage upwards and be pro‑active
• Ability to handle pressure in a professional manner
• ACI candidate.

Key Responsibilities

• Overall PA and secretarial duties
• Efficient electronic diary management
• Liaison between CE office and other departments (internal and external)
• Daily correspondence including telephone calls screening
• Organizing travel and preparing complex travel itinerates (local and international)
• Professionally plan and manage meetings, functions and events
• Minute taking and meeting support
• Managing and reviewing filing and office systems
• Assist the Executive teams with administrative activities and travel arrangements
• Processing purchase orders on Baan (ERP)
• Preparing monthly travel reports
• Ensuring all monthly management reports are consolidated and distributed
• Sourcing and ordering stationery and office equipment
• Liaising with Executives direct reports and clients

Personal Attributes

• Excellent inter-personal and people skills
• High level of confidentiality and integrity
• Excellent verbal and written communication skills
• Ability to work under pressure to meet stringent deadlines
• Attention to detail and accuracy is essential
• Energetic, self-motivated and a proactive team player
• Must have a professional demeanor
• Excellent administration skills
• Complete-finisher with a follow through aptitude
• Sense of urgency and delivery orientation
• Efficient and well organized

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