Executive Assistant

7 days ago

Johannesburg, South Africa OneCart Full time
Job title : Executive Assistant Job Location : Gauteng, Johannesburg Deadline : December 18, 2024 Quick Recommended Links
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CORE ACTIVITIES & ACCOUNTABILITIES

  • Manage sensitive matters with a high level of confidentiality and discretion, especially decisions directly impacting the company's global operations.
  • Prepare Word, Excel, and PowerPoint presentations, agendas, reports, special projects and other documents in support of objectives for the organisation
  • Draft and prepare correspondence for internal announcements, board meetings, and organisations that the executive is involved with
  • Assist in preparing and managing presentations and decks for the executives
  • Diary management for the CEO
  • Arrange periodic department meetings and ensure reservation of all facilities as required.
  • Telephone management. Screening and taking calls for Senior Leaders and any messages which may need to be recorded.
  • Set up appointments for Senior Leaders and ensure that all requirements for these meetings are provided.
  • Set up teleconferencing and video conferencing as requested by Senior Leaders
  • Screen and manage all emails for Senior Managers when requested to do so.
  • Maintain a confidential manual and electronic filing systems accurately and timeously.
  • Establish and maintain accurate databases, distribution and contact lists
  • Coordinate and confirm all business and leisure-related travel arrangements. (National & International)
  • Organise, plan and coordinate all meetings and events, and carry out minute-taking for these meetings.
  • Responsible for social events such as birthdays, departmental functions etc., from time to time
  • Provide effective support and a cooperative working relationship with the rest of the business.
  • Performs additional duties as assigned by executives.
  • Ad-hoc responsibilities as and when required

Office Administration and Management

  • Manage and/or administer the capture, review, authorisation and submission of leave requests with associated documentation
  • Ensure appropriate levels of office stationery and related stock are ordered from suppliers as required
  • Log calls and appropriately track with parties (facilities, UCS, etc.) to rectify problems.
  • Prepare and assist with the preparation of all compliance files/folders according to defined standards
  • Track, report and safeguard all compliance reports/files.
  • Ensure appropriate electronic storage of compliance reports/files according to defined standards
  • Manage and administrate off-site storage of files and working papers
  • Manage all office expense orders/claims/authorisations
  • Ensure all authorised expenses are accurately submitted to the Finance team on a weekly basis
  • Perform and/or manage administrative tasks for Management:
  • Photocopying
  • Acquiring of or dissemination of information
  • Arranging for the storage of records
  • Facilitation of logistical needs
  • Facilitation with office/departmental social activities
  • General filing, monitoring and controlling internal requests
  • Manage and administrate and manage travel requests and associated travel bookings when required
  • Oversee the performance of office administrative team members
  • Facilities Management: Responsible for creating a suitable working environment, ensuring facilities are always clean and installing and maintaining an adequate communications infrastructure, among other duties.

Reporting

  • Ensure capturing of weekly expense report
  • Ensure compilation of final lists of travel and office expenses as directed by the Finance department

Effective teamwork and Self –Management

  • Maintain a positive attitude
  • Take ownership of driving your career development (skills and knowledge)
  • Plan and priorities, demonstrating abilities to manage competing demands to achieve agreed deliverables
  • Communicate effectively, maintain relationships
  • Follow any lawful and reasonable instruction from your line manager
  • Act as part of the Executive Support team by assisting other members of the team to achieve common goals
  • Consistently live and be an example of the Company's values
  • Timely reporting of all instances of suspected or proven fraud via the appropriate reporting channel
  • Adherence to the company policies and associated company policies and procedures

Minimum Academic, Professional Qualifications & Experience

  • Bachelor's degree required
  • 5+ years of related experience required in working in an executive assistant role supporting C-Level executives.
  • Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint)

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