Executive Personal Assistant

2 weeks ago

Edenvale, Gauteng, South Africa Signature Cosmetics Full time

Responsibilities:

  • Effectively manage all, including confidential and personal correspondence.
  • Type, format, and edit reports, documents, and presentations including annual salary increase and bonus letters.
  • Prepare correspondence on behalf of line manager.
  • Prepare monthly cash flow budgets for line manager.
  • Capture data, maintain data bases, and keep records.
  • Maintain an effective filing system.
  • Collate, file, and reconcile expense claims.
  • Manage allocated budgets when necessary and credit card expenses.
  • Implement and maintain required procedures and administrative tasks.
  • Liaise with suppliers, clients, and staff.
  • Coordinate the Rentokil hygiene service account and equipment for both companies and address any areas of concern.
  • Liaise with and provide information to other departments as and when required.
  • Answer personal and line manager telephone, relay messages and prioritise time allocated for meetings.
  • Manage internal and external correspondence.
  • Schedule appointments, manage and maintain calendars, organise meetings and send reminders.
  • Copying, scanning, and collating documents.
  • Arrange facilities for meetings and the required refreshments.
  • Order office supplies and arrange courier services as and when required.
  • Arrange business travel, transport and accommodation bookings.
  • Organize events and conferences and propose itineraries and activities.
  • Provide and arrange personal household and family administrative tasks including but not limited to travel plans, household maintenance and cleaning, book appointments, shopping when necessary and arrange ad hoc transportation.
  • Ensure line manger receives the necessary reminders and notifications of deadlines and important tasks and or events.
  • Conduct research as and when required.
  • Process all allocated insurance claims as per company and insurer standards.
  • Effectively utilise resources to ensure head office requirements are met, including but not limited to allocation of duties to HO driver, catering, and venue allocation.
  • Ensure that head office facilities are maintained in a clean and hygienic condition and escalate requirements to the relevant department.
  • Be intuitive to the needs of the line manager and provide the required level of support.
  • Observe best business practices and office etiquette.

Requirements:

  • Grade 12 or equivalent qualification is required.
  • Certification in secretarial work, office and business administration or related qualification is required.
  • Minimum 5 years' experience in a similar role is required.
  • Extensive experience in creating documents and spreadsheets, using office software such as Microsoft Office.
  • Working knowledge of printers, copiers, and scanners.
  • Advanced typing, notetaking, record keeping and organisational skills is required.
  • Managing allocated budgets and company credit card is required.
  • Experience with managing internal and external correspondence is required.
  • Experience managing multiple calendars is required.
  • Experience managing events and arranging functions is required.
  • Experience with organising and supporting personal and family related tasks is required.
  • Processing of insurance claims and service provider accounts.

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