Executive Assistant

2 weeks ago

Sandton, South Africa Pele Energy Group Full time

The Role
The Executive Assistant will be responsible for providing comprehensive support to three executives and managing their respective office operations.

This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.


Responsibilities:

  • Provide sophisticated calendar management for the three Executives. Prioritize inquiries and requests while troubleshooting conflicts; make judgment and recommendations to ensure smooth daytoday engagements.
  • Act as a liaison and provide support to the three executives.
Arrange and handle all logistics for the meetings and events:
seclude meetings; draft agendas; develop, compile and distribute presentation materials; and record meeting minutes.

  • Complete a broad variety of administrative tasks that facilitate the three executives' ability to effectively lead the organisation, including:
  • Assisting with special projects ;designing and producing complex documents, reports, and presentations.
  • Collecting and preparing information for meetings with staff and outside parties.
  • Composing and preparing correspondence; maintaining contact lists.
  • Making travel arrangements
  • Processing invoices and completing expense reports.
  • Serve as the primary point of contact for internal and external stakeholders on all matters pertaining to the three Executives, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect three Executives style.
  • Work closely with the three Executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
  • Act as a "barometer," having a sense for the issues taking place in the environment and keeping the Executives updated.
  • Be able to anticipate three Executives needs in advance of meetings, conferences, etc.
  • Provide "gatekeeper" role, providing a bridge for smooth communication between the three Executives and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team.
  • Complete projects by assigning work to appropriate staff, including the rest of Executive Team and Middle Management team, on behalf of the 3 Executives.
  • Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization.
  • Replenish office materials such as printer supplies, paper, office supplies, etc.
  • Provide event management support as requested.
  • Provide hospitality to all guests and help to create a welcoming environment.
  • Answer office lines for the three executives' phones and respond to inquiries.
  • Process and distribute daily mail.
  • Other projects/duties as designed for overall benefit of the organisation.

Requirements:

  • Bachelors Degree or 3 year tertiary qualification in Business Administration
  • Minimum 5 years' experience as an Executive Assistant
  • Significant executive support experience, including supporting Clevel executives. Board experience is highly preferred.
  • Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
  • Strong verbal and written communication skills.
  • Exceptional organizational skills and impeccable attention to detail.
  • High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, lenders, and funded partners.
  • Make appropriate, informed decisions regarding priorities and available time.
  • Ability to complete a high volume of tasks and projects with little or no guidance.
  • Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
  • Ability to maintain a high level of integrity and discretion in handling confidential information.
  • Excellent judgment is essential.
  • Ability to switch gears at a moment's notice.
  • Thrive in an intense, doityourself, startup environment.

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