Executive Personal Assistant

Altron

Woodmead, Johannesburg
Permanent
Full-time

6 days ago

Title Executive Personal AssistantJob DescriptionTo 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 CompetenciesThe 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

Education National Certificate Level 4 (N4) / Grade 12 (Required)Languages English

Altron

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