Executive Assistant to Director

2 weeks ago

Century City, Western Cape, South Africa Genius Academy Full time

Executive Assistant - Western Cape
The director of an Education company and Asset Management, based in the Western Cape, requires an Executive Assistant.

Within this Family Office environment you will have the opportunity to establish yourself at the forefront of the growing company, creating structure and an enabling environment for the Managing Director to focus on major decisions

-
The successful applicant will:_

  • LOVE
    checklists and agendas,:
  • Be
    an organised perfectionist,:
  • Have a pleasant disposition,
  • Have calendars with
    colourcoded tasks, hyperlinked files, and reminders,:
  • Be proactive and an excellent organizer and communicator.
-
Be someone with a natural deep-seated love for organising processes (and others), who might have been called 'pedantic'.
Applicants
MUST have at least
5 YEARS experience in a similar or related role.

You can be described as a 'perfectionistic', well presented and as someone who has "lists for your lists". You are organised to a "t".


As Executive Assistant to the Director of this company, you will act as the right hand of the Director, ensuring they are informed of their daily schedules, reminders, and commitments, and that all logístical and booking arrangements are completed.

This will include ensuring the printing of relevant documentation, and even ensuring that dietary requirements are adhered to.

You will be someone who organically thinks of agendas and has a schedule in place to make sure no flight, visa, transport or meeting is missed and that every participant for the meeting is prepared well in advance to expedite the outputs (and checking in that they are seen to before the next meeting).


You will need to think quickly on your feet and take initiative when faced with uncertain circumstances as you will be a representative for the company at events.


You will also be very confident and able to stand your ground, after all - you are the gatekeeper to the MD's busy schedule.

You must be someone who can wear the hat of their line manager and thinks of the anticipated needs of the exec-level team with question.

-
YOU ARE SOMEONE who MANAGES UP_

Duties include:

  • The principle duty of the incumbent will be to work closely with the director and the executive team to ensure that strategic directives and decisions are followed through and successfully implemented.
  • Taking responsibility for and ownership of certain development projects
  • Conducting internet research for the director
  • Compiling minutes and meeting notes
  • Organising and maintaining electronic diaries making appointments and organizing meetings
  • Attending events/meetings as the director's representative when needed
  • Organising and preparing documents and presentations
  • Many other ad hoc tasks, not specifically defined, will form an integral part of the role

Requirements:

  • 5+ years of experience as an Executive Assistant to a company Executive or Director
  • Must have experience arranging the full travel arrangements for other parties, both internationally and locally
  • Must be able to effectively research to ensure that what is required for travel or company requirements has a checklist and each item is seen to
  • Logistic arrangements for company directors or executives
  • Never been late for a meeting or not had an agenda prepared for a meeting
  • Comprehensive computer literacy and knowledge of all relevant software.
  • Excellent writing skills preferably experience in researching and writing blog posts, content, advertising copy and/or press releases.
  • Must have the ability and flexibility to multitask in a dynamic and constantly evolving environment.

Environment description:

  • We are a dynamic multinational business.
  • The individual we are looking for will play an important role and will be exposed to all aspects of the business. A flexible attitude and the ability to assimilate rapidly are, therefore a prime requirement.
  • There will be a high level of responsibility and the position will be an excellent training ground for a future management role.
  • This is a very exciting opportunity for the right individual.
  • The office hours can be agreed. However, this is not a position for clock watchers and the individual must be willing to complete tasks and projects.

RESPONSIBILITIES

  • Protect the director's time and manage his calendar.
  • Ensure the organisation of the director and company team's diaries and schedules by organising meetings, logistics, and other arrangements.
  • Complete general administrative duties as required and manage supplies, equipment, data and documents, and communication.
  • Serve as the first point of contact for the company and manage internal and external communication.

Salary:
R20, R35,000.00 per month

Experience:

Executive Assistant: 5 years (preferred)

Application Deadline: 2023/10/01

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