AH 415530 - Executive Assistant / PA

Found in: Talent ZA 2A C2 - 2 weeks ago

Johannesburg, South Africa Professional Career Services Full time
Employer Description

A Group of Companies spanning several industries. Head Office Located in Observatory/Bruma area of JHB. This will be an in office role from 7am to 5pm Monday to Friday and given the nature of the role will require flexibility on working hours after hours as required. This Executive Assistant will support the Executive Director of International Relations for the Group of Companies.

Job Description

The role will be based mostly in the Kensington/Observatory/Bruma area of Johannesburg where the Group Head Office is situated. This role is responsible for the private portfolio-related functions and providing administrative support to the Executive Director (International Relations). Diary Management and Liaising with the Executive Director. The role reports to the Executive Director.

General Executive Administration: Answer calls and handling queries. Recipes: typing, updating, and storing. Executive Director: these duties will be reviewed from time to time depending on expansion of responsibilities: Calendar, Project Files: opening and maintaining, Shooting Memberships, Firearm management, Personal Assistance. Custodian of all Photographs: management of database: PC Personal. AC Personal, CC Personal, Portfolio

Game Farm related duties:

Game Farm General Operations: Keep Executive Director appraised of all developments. Minute keeping and distribution. Prepare papers for meetings. Updating of Contact lists. Provide Finance Department with information regarding insurance renewal as and when requested. Planning, organising, and managing of events and visits which includes assistance with menus and purchasing of food items. Conduct research on the internet. Overseeing and liaising with Farm Manager and Lodge Assistant on issues arising and basic running of the Game Lodge. Regular visits to the farm (8-10 visits per year Use of company vehicle for such instances)
Corporate Gifting (Christmas List). Record keeping and document management

Maintenance: Overseeing and assisting farm manager with the implementation and carrying out of routine maintenance and liaising with contractors, professionals and service providers in respect thereof.

Creditors: Sign off monthly creditors. Arrange payment of invoices including monthly, ad hoc and PPS. Ensuring of procurement of service providers, suppliers etc by Facilities Department. Record keeping and document management.

Projects: Co-ordinate and facilitate project-based work including installations, interior outfitting & design etc. Liaise with contractors, professionals and service providers. Assist with sourcing of building materials and equipment required. Prepare and update budget schedules of expenses when necessary. Record keeping and document management.

Game: Assist farm manager with arranging for vaccinations and disease control. Facilitating permit applications, game counts, and herd control. Assist with arranging hunts and taxidermy. Extensive research and implementation of Buffalo and various other game programmes, which includes liaison with vets and ecologist. Assisting with the purchase and sale of game which includes liaison with auctioneers, game catchers and vets. Record keeping and document management.

Ecology Protection and Nature Reserve Management: Extensive research and facilitation of projects such as: Nature Reserve application and implementation, objections and control of prospecting and mining right applications, Grave Visitations and Land Claims

Staff: Assistance with various training and implementation of procedures and systems. Assisting farm manager with arranging of staff welfare and events and functions. Assisting farm manager and HR Manager with disciplinary and general staff management, procurement, and welfare.

Stock & Equipment: Implementing various control measures in the form of systems and inventories and overseeing and liaising regarding the implementation and maintenance thereof. Assist with asset management. Purchasing various items as required and requested by Farm Manager and Lodge assistant such as cleaning products, staff meals, tuckshop items and general farm equipment etc. Research on pricing and supply of stock and equipment required, Document management and record keeping

Legal: Liaising with attorneys, experts, and Group Legal Counsel in respect of various legal matters underway
Document management and record keeping

Security: Implementation and facilitation of access control in respect of contractors, service providers which includes indemnities, fauna and flora and security checks. Assisting with installation and maintenance of alarm systems

Aviation Related Duties:

Helicopter: Liaise with engineers, pilots etc. Liaise with Aircraft Maintenance Operators to ensure that machine is maintained and serviced according to requirements. Arrange booking of flights. Ensure that fights schedules are kept, and indemnities are completed.
Provide Finance Department with information regarding insurance renewal as and when requested. Signing off monthly creditors.
Arrange payment of invoices including monthly, ad hoc and PPS. Ensuring of procurement of service providers, suppliers etc by Facilities Department. Corporate Gifting (Christmas List). Record keeping and document management.

Jet: Marketing providing and checking information for website. Bookings of flights (Private and public charters) liaising with pilot and hostess and keeping record/diary of flights. Liaising with booking agent in respect of private and public charters. Liaise with Aircraft Maintenance Operators. Interior: inventory, stock purchases and control. Air Hostess: liaison regarding menus, stock etc.
Financial: checking invoices for correctness, recons, split of expenses, allocating of expenses, refunds, credit card transactions and insurance. Arrange payment of all invoices, including monthly and ad hoc. Assisting crew with flight preparation. Various research
Corporate Gifting. Record keeping and document management. Keeping AC appraised of all developments.

Qualifications

Relevant Qualifications are advantageous.

Skills

5-10 years of experience in a similar role required. Able to work flexible hours, be on call and available as and when required. Efficient. Strong communication skills. Proactive, energetic, communicate effectively. Organizational and planning skills. Computer literate MS Office. Attention to detail and accuracy in written communication. Able to use Initiative.

Benefits

Provident fund, life cover, and a medical aid provision of R2450.00 - which form part of the TCTC. A company vehicle will be provided when required to go to site. On occasion you may be required to assist Director with golf day, shoots, etc. You would need to travel as and when required, Thabazimbi would be at least 8-10 times a year.

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