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Executive Assistant

3 months ago

Cape Town, Western Cape, South Africa PETCO, based in Cape Town Full time

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Are you an experienced Executive Assistant with exceptional organisation skills and a minimum of 5 years relevant working experience? If yes, and you meet the below set requirements then we would love to hear from you.

To apply, upload your - 2 page CV together with your relevant qualification documentation and a brief motivation before the Friday, 08th September 2023.

_

Role Purpose:

Support the CEO and other Executive leaders stay organised by managing their schedules and keeping up with correspondence based on their needs.

The Executive Assistant needs to be resourceful, innovative, and proactive to support their executive leaders.

Key Duties and Responsibilities
Executive Assistant will be responsible for the following functional areas:

  • Act as the point of contact among executives, employees, clients and other external partners.
  • Manage information flow in a timely and accurate manner.
  • Manage Executives' calendars, planning and scheduling meetings.
  • Make travel and accommodation arrangements and keeping track of the Executive's itineraries.
  • Researching and organising data to represent the senior management, which may include Executives, and committees.
  • Compiling expense reports.
  • Going through the incoming documents (memos, invoices) and redistributing them.
  • Handling memos, reports, invoices, and related documents, including sensitive information.
  • Keeping confidential information securely stored.
  • Prepare weekly, monthly or quarterly reports, include board reports.
  • Managing and recording the supply needs.
  • Act as an office manager by keeping up with office supply inventory.
  • Office duties such as sourcing office supplies and corporate gifts.
  • Take minutes during meetings.
  • Screen and direct phone calls and distribute correspondence.
  • Organise and maintain the office filing system including the online filing system.
  • Providing complete administrative support.
  • Providing event management support.
  • Acting as a virtual assistant.

Performance Indicators

  • Task completion rate.
  • Accurate reporting.
  • Reports submitted timeously.
  • Compliance to SOPs.
  • Quality and timeous board reports and packs prepared.
  • Schedule management efficiency.
  • Call handling rate.
  • Executive satisfaction.
  • Document preparation and formatting quality.
  • Project coordination success rate.
  • Budget adherence.
  • Confidentiality compliance.

Knowledge, Skills, and Abilities

Qualifications and Experience

  • Matric
  • A relevant BCom/BA degree/national diploma in Business Administration, Management Assistant or Office Administration.
  • Minimum of 5 years working in relevant experience as an Executive Assistant.

Skills

  • Computer literacy
  • MS Word, MS Outlook, MS PowerPoint and MS Excel at Intermediate level
  • Professional communication in English written and verbal
  • Strong administrative and planning and organising skills
  • Excellent time management skills
  • Effective problemsolving skills
  • Excellent typing or data capturing skills
  • High attention to detail
  • Research and analysis skills
  • Effective task management skills
  • Strong organisational skills
  • Excellent written communication skills in English
  • Report writing skills
  • Strong interpersonal skills
  • Confident
  • Agile
  • Project management skills
  • Event management skills
  • Diary management skills.
  • Ability to work in a fast paced environment

Competencies

  • Accountability for delivery
  • Attention to detail
  • Good analytical and problemsolving skills
  • Good oral and written communication skills
  • Good interpersonal skills
  • Time management
  • Task Management
  • Initiative
  • Integrity
  • Experience of operating with strictly confidential and sensitive information with tact and diplomacy
  • Assertive
  • Planning and Organising

Technical Competencies

  • Excellent communication skills.
  • Excellent writing and interpersonal skills.
  • Ability to work independently.
  • Ability to interact with Petco Board of Directors and stakeholders.
  • Ability to interact at senior level with members of the FMCG & manufacturing industries and government.
  • Excellent Microsoft Office skills, including Excel at advanced level along with Word and PowerPoint at Intermediate level.
  • Strong analytical skills, with good experience of interpreting and producing high quality, accurate information.
  • Experience of reviewing, implementing and maintaining efficient systems and processes.
  • Manage scheduling for company Executive's.
  • Draft, review and send communications on behalf of company Executive's.
  • Organise and prepare for meetings, including gathering documents and attending to logistics of meetings.
  • Answer and respond to phone calls, communicate messages and information to the executive.
  • Coordinate travel arrangements.
  • Maintain various records and documents for company Executive's.

Further requirements

  • Uphold integrity and confidentiality
  • Able to work under pressure
  • Able to work independently
  • Ability