Executive Personal Assistant

1 week ago

Centurion, Gauteng, South Africa Pillango Placements Full time

Gauteng, Centurion**
R R 45000 Monthly Cost To Company


Our client is a well-established but fast growing Information Technology company (based in Midrand) that is looking to employ an experienced
Executive PA.


The purpose of the role is to ensure that the Executive Committees schedules run as smoothly and efficiently as possible through providing prioritized accurate, high quality comprehensive and confidential support for the Directors, working with a sense of urgency anticipating key pressure points for the Executives and using organisational intelligence to follow and track the life of the Executives, both work and home.


The Executive PA will often act as the manager's first point of contact with people from both inside and outside the organisation.


The role is demanding and diverse and involves:
- forward planning of diary and travel - ensuring the Executives have sufficient time to plan, read, think and get to all meetings fully prepared;
- arranging travel, visas and accommodation
- occasionally, travelling with the manager to take notes or dictation at meetings or to provide general assistance during presentations;
- organizing and maintaining diaries and making appointments; setup and co-ordinate meetings, board meetings, conferences and conference calls;
- ensure that executives are kept fully aware of their diary commitments on a daily basis and are updated on status of issues before meetings with appropriate documentation if needed;
- production of accurate reports and high quality presentations for senior internal and external stakeholders;
- letter writing, taking dictation, create transcribe and distribute meeting agendas, board packs and minutes;
- file and keep accurate records of Supplier Agreements and Contracts
- leveraging use of all available technologies and formats (e.g., mobile, google, calendar) to ensure that the Executives have access to documents, materials and up to date information
- devising and maintaining office systems, including data management, and filing maintain hardcopy and electronic filing system
- carrying out background research on specific projects and presenting findings.
- screening phone calls, enquiries and requests, and handling them appropriately;
- performing general clerical duties to include but not limited to: photocopying, faxing, mailing and scanning;
- assist with personal tasks for executives
- set-up corporate events i.e. golf days etc.
- manage accounts and expense claims process e.g., travel and entertainment expenses
- liaising with clients, suppliers, and other staff.
- receive visitors and various stakeholders from the ICT Community;
- setup accommodation and entertainment for company visitors.

Requirements:

  • PA/Secretarial/ Business Admin Diploma
  • Matric
  • 5 years relevant experience
  • Previous experience working at Director Level
  • Proficient in Microsoft Packages
  • Valid driver's license
  • Reliable Vehicle
  • Confidentiality, discretion and professionalism
  • Attention to Detail
  • Exceptional written and oral communication skills;
  • The ability to work under pressure and to tight deadlines;
  • Good organisational and time management skills;
  • The ability to research, digest, analyse and present material clearly and concisely;
  • Excellent interpersonal skills;
  • The ability to work on your own initiative;
  • Honesty and reliability;
  • Flexibility and adaptability to juggle a range of different tasks and to work extra hours to meet deadlines;
  • Efficiency, meticulous and thinks of everything
  • A sense of urgency.

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