Executive Assistant | Exec PA to COO

2 months ago

Cape Town, South Africa HR Genie Full time

Executive Assistant | Exec PA to COO CBD, Cape Town

Highly competitive package on offer

Our Client, a Global concern is in search of a highly professional and seasoned Executive PA.

This is an exciting opportunity to join a high performing and supportive team

One would describe you as being a highly organised, adaptable, resilient and solutions orientated executive PA professional who is able to get along with all members of the ogranisation.

You are a dedicated multi-tasker and strong communicator who places particular emphasis on accuracy and attention to detail. Further to this you are a proficient problem-solver who is action-orientated with the ability to follow through with tasks until successful completion.

Mission and Purpose:

To provide a high level Executive Assistant support function to the COO. Serving as the right hand to a busy COO, you will be responsible for managing calendars, managing emails, diary management drafting of presentations, making of travel (international and national), and preparing presentations.

Key Responsibilities:

  • Provide scheduling and administrative support for business leadership team.
  • Highly proficient calendar and email management (MS Outlook) whilst working in conjunction with multiple calendars, proper time zones and documentation within the calendars.
  • Organisation of all meetings, special events and luncheons, including reserving conference rooms; technical support, arranging for catering, special events, and working luncheons.
  • Complete and maintain meeting minutes and action items as requested.
  • Accurate handling of all company-related expenses in a timely manner to ensure proper reimbursement.
  • Prepare written reports and communication to internal and external business partners and professionally interact with same.
  • Handling of routine requests and administrative matters for Executives and Departments.
  • Scheduling of audio and/or visual conferences by using WebEx, MS Teams, Zoom, or other software.
  • Maintain the electronic filing system according to the companys document control standards and procedures.
  • Build and maintain strong business relationships with clients on behalf of leadership team.
  • Personal Support as and when needed.
  • Travel Arrangements: Obtain flight options, books flights, hotel, registrations, car rental, shuttle service, car service, and preparation of travel file to include all details of travel, locations, and times of meetings, directions, and maps, as well as discussion materials.
  • Ability to professionally negotiate discounted rates with hotels and other vendors when appropriate.
  • Arrange and co-ordinate visa applications, foreign exchange (if required) and prepares all necessary documentation for travel Communication.
  • Conducts research in preparation for the leadership team members engagements and meetings as and when required.
  • Manage information flow in a timely and accurate manner Marketing.
  • Creating marketing related materials such as slides for clients.
  • Creating internal communication documentation such as service line overviews.
  • Assist with the planning of company events, meetings, and employee team building activities or special projects.
  • Management of the office facilities and office support team
  • Act as a point of contact among all executives, associates, clients, and other external partners.

Qualification, Skills and Expertise required:

  • A related tertiary qualification (diploma/degree) is preferred
  • 3-5 years proven Executive support experience gained on C-suite exec level
  • Experience gained within the financial services / management consulting / legal / corporate environment is highly advantageous
  • Excellent MS Office skills in particular with MS Powerpoint highly proficient in MS Outlook (including MS Teams), Word, Excel and PowerPoint
  • Experience working on Mac would be advantageous
  • Proven commitment to the highest level of customer / client service and confidentiality
  • Good first-line managerial skills
  • Flexible and able to deal with change
  • Able to prioritise and manage multiple projects
  • Knowledge of all aspects of hosting an audio and/or visual meeting, including facilitation of meeting as the host, recording of session, operator assistance, etc.
  • Drivers license and own transport is essential

To apply for this role, please forward an updated and detailed copy of your CV to Andrea Jones:

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