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Executive Assistant

3 months ago

Pretoria, Gauteng, South Africa Medipost Pharmacy Full time

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Administrative of Information Data Management and Filing

  • Liaise with the relevant stakeholders to ensure that documentation in the department is up to date, i.e., organograms, policies, SOPs, job descriptions, contracts, etc.
  • Follow up on action items regarding performance improvements in line with strategic and
operational objectives.

  • Ensure accurate filing system and effective data/information management system.
  • Ensure that classified and confidential documents are kept safe.

Travel Management

  • Manage all elements of the executives' trip and ensure overall success and achievement of
trip objectives (i.e. itinerary, meeting agendas, and attendees).

  • Responsible for ensuring all travel arrangements are made in a way that is costeffective and efficient for business use.
  • Oversee and ensure all travel requisitions and plans for the organisation have no errors.
  • Manage negotiations with travel agencies as required.
  • Reconcile departmental monthly travel expenses through the payroll or finance department.

Diary Management

  • As a gatekeeper of the executives' time ensure that the executives remain sufficiently
accessible while keeping them on track with their daily objectives through effective diary

management.

  • Arrange appointments and meetings as appropriate and ensuring that they are adequately briefed and have all relevant stakeholders in it.
  • Meet and greet visitors on arrival and escort them to the relevant meeting venue.
  • Ensure coordination of calendars for all meetings, including boardroom bookings and catering arrangements.

Events Management

  • Planning and coordination of events.
  • Research and booking of venues.
  • Negotiations with the service providers.
  • Logistics and catering management.

Project Coordination

  • Conduct research on required information, compile data and prepare documents for
consideration and presentation as required.

  • Coordinate projects and follow through with the relevant stakeholders to ensure completion.

Coordination of Meetings

  • Coordinate and prepare meeting packs for all relevant meetings as required by executives,
including the compilation of presentations where required.

  • Transcribe minutes and distribute them to relevant stakeholders.
  • Follow up on action items to ensure that deadlines are met.

Report Writing

  • Compile the relevant monthly/quarterly/annual reports as required and distribute them to
relevant stakeholders.

  • Engage with the relevant internal stakeholders to ensure that accurate information is collated for reporting purposes.

Adhoc

  • Perform any ad hoc duties that may be required by the department or business as and when required.
Uphold company core values

  • Integrate company core values in daytoday activities to embrace business culture.
Specific Requirements/Other important information

  • Management of the Group COO's calendar, and other executives as required, by scheduling meetings, appointments, and events
executives

  • Plan the executives travel arrangements, including flight bookings, accommodation,
transportation, and creating itineraries for business trips

  • Create and edit documents, reports, and presentations to support the executives in their work
  • Act as the initial point of contact for the executives and respond to internal and external
stakeholders promptly and professionally.

  • Organize key documents, ensure secure filing and recordkeeping, report expenses, and
manage office supplies efficiently.

MINIMUM REQUIREMENTS:

QUALIFICATIONS:

Required Experience

  • Minimum of 3 years executive assistant or general office administration experience at a senior
or executive management level.

  • Microsoft Office experience.
  • Multiple calendar management.

Qualifications:

  • Grade 12 National Certificate or Diploma in Administration or Office Management/ Equivalent
Secretarial Qualification.

Transportation

  • Driver's licence and own vehicle.
Training Required

  • Company Policies and Standard Operating Procedures.

Competencies
Technical Skills

  • Proficient with using various operating systems such as Microsoft Windows and
troubleshooting technical issues.

  • Skilled in managing multiple tasks through efficient time management and prioritization.
  • Familiar with Microsoft Office and Google Suite to create and edit documents, spreadsheets,
and presentations.

  • Quick at typing notes, transcribing meeting minutes, and responding to urgent
correspondence.

Soft Skills and Traits

  • Excellent written and verbal communication skills to convey information professionally,
promptly, and accurately.

  • Knowledge of the structure and content of the English language including the meaning and
spelling of words, rules of composition, and grammar.

  • Strong attention to detail and quick at spotting errors in documents, data and
correspondence.

  • Efficient with managing time, prioritizing tasks, and streamlining workflows to mee