We’re accepting applications for the position of Executive Personal Assistant. The purpose of this position will be to render general secretarial and administrative support to the Managing Executive in the Division. This will include assisting in creating a high performing team by supporting the wider teams and ensuring team communication, activities and celebrations.
Duties and Responsibilities:
- Managing general administration and office operations
- Maintaining a comprehensive and well-organised filing system
- Taking and preparing meeting minutes
- Managing the full diary of the Executive and assisting with scheduling and co-ordinating all meetings, events and requests
- Proactively informing the Executive of any schedule changes in advance
- Supporting the team with administrative processes by ensuring purchase orders are raised timeously, expenditure is within budget and suppliers are paid on time
- Processing receipts for purchase orders in the procurement system
- Co-ordinating all travel arrangements in accordance with travel policies for the Executive and senior management
- Submitting expense and travel claims timeously through the appropriate system
- Updating, distributing and archiving meeting minutes and attendance registers
- Co-ordinating workshops and assisting with the planning of events
- Tracking delegated tasks and ongoing work from the Executive office and senior leadership and providing status updates
- Providing administrative support for ad hoc requests from the Executive and senior management
- Drafting and typing responses to correspondence and enquiries on behalf of the Executive
- Liaising with clients, suppliers, service providers and senior guests
- Providing organisational and administrative support, including overseeing office maintenance
- Co-ordinating internal and external events, meetings, conferences, seminars and workshops for senior leadership
- Ensuring meeting rooms are booked and prepared in advance
- Arranging catering services for specific meetings or workshops when required
- Co-ordinating team building and staff engagement activities
- Co-ordinating travel logistics and business itineraries for national and international travel
- Assisting new staff with onboarding and procurement of office equipment and supplies
- Managing stationery and ensuring availability of office consumables
- Logging and following up on maintenance issues for office equipment and infrastructure
- Administering and maintaining company-provided tools and systems
- Promoting health and safety awareness and compliance within the office
- Monitoring operational risks to ensure they are up to date and effectively managed
- Maintaining collaborative relationships with other departments and divisions
- Assessing task urgency and importance to determine appropriate escalation and communication
- Maintaining confidentiality and demonstrating sound judgement and discretion
- Managing relationships with key internal and external stakeholders
- Initiating and leading activities that foster team culture and support work-life balance
- Recognising and celebrating team achievements and milestones
- Providing administrative support to projects
- Supporting budgeting and reporting activities
- Ensuring deadlines for budgeting, reporting and training are planned and met efficiently
- Reconciling all expenditure for the Executive and senior leadership
- Compiling monthly operational and performance reports
- Providing summaries of operating and direct expenses and highlighting variances or anomalies
Minimum Requirements:
- Matric essential
- At least 5 years secretarial experience at executive level
- Experience using Word, Outlook, Excel, PowerPoint, Project, etc.
- Strong office management and financial administration experience
- Excellent administration skills (essential)
- Excellent organisational skills (essential)
- Ability to pay attention to detail (critical)
- Interpersonal skills (critical)
- Oral and written communications skills (essential)
- Ability to maintain confidentiality at all times
- Ability to work under pressure and meet tight deadlines
- Ability to work independently
- Results orientated and self-motivated