Executive Assistant

7 days ago

Johannesburg, South Africa Stryker Full time
Job title : Executive Assistant Job Location : Gauteng, Johannesburg Deadline : December 19, 2024 Quick Recommended Links
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The Job's Mission:

  • To provide executive assistance to the General Manager. We need someone that exhibits a professional and polished demeaner and fully understands the role of an executive PA. This role requires exceptional organizational skills, a keen eye for detail, and the ability to handle sensitive information with utmost confidentiality. The ideal candidate will be proactive, efficient, and capable of managing a diverse range of tasks in a fast-paced environment.

Key responsibilities

Administrative support

  • Manage and maintain complex calendars,
  • Coordinating complex scheduling and calendar management for the General Manager, including scheduling meetings, appointments, and travel arrangements, and providing comprehensive administrative support.
  • Coordinate and prepare materials for meetings, presentations, and reports.
  • Prepare and edit documents, letters, and reports with high accuracy.
  • Capturing, filing and retrieving corporate records, documents, and minutes of South African Leadership Team (SALT) meetings
  • Must have knowledge and experience in writing minutes for a statutory board meeting
  • Capturing and processing data using various software, including word processing, spreadsheets, and PowerPoint presentation software.

Project management

  • Assist in the planning and execution of special projects and initiatives.
  • Monitor project timelines, deliverables, and coordinate with various departments to ensure completion.
  • Conduct research and gather information as required for projects and reports.
  • Coordinate project completion by assigning work to appropriate staff, including the SALT, on behalf of the GM.
  • Manage all aspects of organization’s office services. Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as the organization grows.
  • Assist in the selection of vendors and to purchase equipment, services, and supplies necessary for the operation of the organization.
  • Other projects/duties as assigned for the overall benefit of the organization. 

Communication

  • Serve as the primary point of contact between the General Manager and internal or external stakeholders.
  • Draft, review, and distribute communications on behalf of the GM
  • Facilitate effective communication within the executive team and across the organization.
  • Coordinate all SALT team meetings and retreats and assist with company meetings and events as needed.
  • Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the GM and staff, demonstrating leadership to maintain credibility and trust.
  • Support the SALT team with communication and culture messages.

Event Coordination

  • Plan and organize executive events, meetings, and conferences, both onsite and offsite.
  • Oversee travel logistics, handle bookings, flights, car hire, accommodation.
  • Manage events planning including venue selection, catering, team communications and travel arrangements for attendees.
  • Provide hospitality to all guests and help to create a welcoming environment, assist with catering and hospitality needs as requested.
  • Work closely with events planning team to ensure smooth planning and execution of company events.

Confidentiality and Discretion

  • Handle sensitive and confidential information with the highest level of discretion and integrity.
  • Ensure compliance with company policies and procedures regarding confidentiality.

Office Management

  • Oversee the day-to-day operations of the executive office.
  • Work closely with the GM to keep well informed of upcoming commitments and responsibilities, following up appropriately.
  • Anticipate GM’s needs in advance of meetings, conferences, and provide relevant support for the meetings to be successful.
  • Manage office supplies, equipment, and facilities to ensure a well-functioning work environment.

Education and Experience:

  • Bachelor’s degree or similar in Business Administration, Management, or a related field.
  • Minimum of 5 years of experience as an executive assistant or in a similar role supporting senior executives.

Skills and Competencies:

  • Exceptional organizational and time-management skills.
  • Strong written and verbal communication abilities.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
  • Ability to multitask and prioritize tasks effectively in a fast-paced environment.
  • Strong problem-solving skills and the ability to anticipate needs.
  • High level of professionalism and strong interpersonal skills.

Personal Attributes:

  • Discreet and trustworthy, with a strong sense of integrity.
  • Proactive and self-motivated with a positive attitude.
  • Flexible and adaptable to changing priorities and demands.
  • Effective communicator, energetic, and self-motivated

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