Executive Assistant

3 days ago

Pretoria, Gauteng, South Africa Redheads Engineering Solutions (Pty) Ltd Full time

We are currently recruiting for an Executive Assistant to join our company and who resides in and around Pretoria.

Personal Assistant
  1. Efficiently manage the MD's schedule, prioritizing appointments and rescheduling as necessary to optimize productivity.
  2. Handle all executive correspondence, ensuring timely responses and appropriate delegation when necessary.
  3. Screen and manage calls, inquiries, and requests with discretion and professionalism.
  4. Prepare high-quality documents, reports, presentations, and draft correspondence with precision.
  5. Organize and coordinate meetings, including pre-meeting briefings, agenda preparation, and distribution of meeting packs.
  6. Record, transcribe, and distribute meeting minutes, ensuring action items are clearly documented and followed up.
  7. Perform quality control on all documents, correspondence, and critical approvals before submission.
  8. Arrange complex local and international travel itineraries with seamless coordination of flights, transfers, accommodations, visa applications, and travel documents.
  9. Oversee and process business expense claims, ensuring timely and accurate submissions to payroll.
  10. Provide high-level administrative support to the executive and operations teams.
  11. Assist the MD with personal and business-related tasks, ensuring discretion and efficiency.
Office and Administrative Management
  1. Prepare and manage logistics for client visits and executive meetings, ensuring a polished and professional environment.
  2. Monitor and direct incoming sales communication, responding promptly and appropriately.
  3. Assist in coordinating and processing insurance claims.
  4. Handle ad-hoc office administration tasks to ensure smooth daily operations.
  5. Support the preparation and submission of tender documents with meticulous attention to detail.
  6. Assist in the execution and coordination of business projects, ensuring timely completion.
  7. Perform various back-office administrative and compliance-related tasks with precision.
Financial & Business Administration (Redheads Engineering GmbH):
  1. Prepare and manage correspondence for accounting and payroll submissions in collaboration with external service providers.
  2. Ensure compliance with statutory regulations and legal requirements.
  3. Process, load, and release payments with accuracy and security.
  4. Conduct cash flow projections to maintain adequate funding and financial oversight.
Deutscher Verein Pretoria Coordination:
  1. Collect contact data of DSP Alumni.
  2. Maintain and update contact information for DSP Alumni.
  3. Develop and curate content for Deutscher Verein's social media platforms.
  4. Provide administrative support for events and activities associated with Deutscher Verein Pretoria.
Experience:
  1. Minimum 3 years in a high-level administrative role.
  2. At least 3 years as a Personal Assistant or Executive Assistant, preferably supporting C-suite executives.
  3. Experience within a technical or engineering company is highly advantageous.
Skills:
  1. Ability to work with precision, urgency, and efficiency in a fast-paced environment.
  2. Strong organisational and time management skills with a structured approach to handling multiple priorities.
  3. Excellent communication skills, both verbal and written, with fluency in English.
  4. Proficiency in German (DSD2 / B2 / C1 level) is highly desirable.
  5. Strong interpersonal skills and professional telephone etiquette.
  6. Advanced proficiency in Microsoft Office Suite, with fast and accurate typing skills.
  7. Ability to handle sensitive information with discretion and confidentiality.
Personal attributes:
  1. Highly professional and refined appearance, able to engage confidently with senior executives and stakeholders.
  2. Excellent organisational skills.
  3. Proactive and resourceful in problem-solving, always anticipating the needs of the MD and the business.
  4. Works well under pressure with a strong sense of urgency and meticulous attention to detail.
  5. A self-starter with a solutions-driven mindset.
  6. Willingness to assist wherever needed to support the efficiency of the MD and the business.
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