Executive Assistant in Executive Office

3 hours ago


Cape Town, South Africa Merand Corbett & Associates Full time
Key Responsibilities:
 
Calendar Management:
  • Efficiently manage and organize executive calendars, scheduling meetings, appointments, and conferences.
  • Coordinate and prioritize appointments, ensuring optimal time utilization and minimal conflicts.
  • Proactively manage changes to schedules and communicate adjustments to relevant parties.
Meeting Coordination:
  • Arrange and coordinate internal and external meetings, including logistics, invitations, agendas, and follow-up actions.
  • Prepare meeting materials, presentations, and reports as needed.
  • Record and distribute meeting minutes and action items, ensuring accountability and timely completion.
Communication and Correspondence:
  • Screen and prioritize incoming communications, including emails, phone calls, and other correspondence.
  • Draft, edit, and proofread various documents, including emails, memos, reports, and presentations.
  • Maintain effective communication channels between executives and internal/external stakeholders.
Travel Arrangements:
  • Coordinate travel arrangements, including booking flights, accommodations, transportation, and visas.
  • Create detailed itineraries if required and provide necessary travel information to executives.
Confidentiality and Information Management:
  • Handle sensitive and confidential information with discretion and professionalism.
  • Maintain organized electronic and physical filing systems, ensuring easy retrieval of documents.
Relationship Building:
  • Establish and maintain positive relationships with internal and external stakeholders, acting as a point of contact for executives.
Problem Solving:
  • Anticipate and address potential scheduling conflicts, logistical challenges, and other issues to ensure seamless operations.
Other:
  • Other reasonable assistant responsibilities
Qualifications and Experience:
  • Relevant diploma / certificate/ degree
  • 3-5 years of proven experience as an Executive Assistant.
  • Strong proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
  • Exceptional organizational skills and attention to detail.
  • Excellent verbal and written communication skills.
  • Ability to prioritize tasks, work under pressure, and meet deadlines.
  • Demonstrated discretion and professionalism when handling confidential information.
  • Strong problem-solving skills and ability to think critically.
  • Proactive attitude with a high level of initiative.
  • Flexibility to adapt to changing priorities and responsibilities.
*Only shortlisted candidates will be contacted*

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