Executive Personal Assistant

6 months ago

Johannesburg, South Africa Puma Energy Full time

Main Purpose:
To help and assist Puma Energy management and staff in organizing trips and meetings in an efficient and reliable manner, keep abreast of activities in the ExCom office

Knowledge Skills and Abilities, Key Responsibilities:
KEY RESPONSIBILITIES

Calendar Management
- Organizing and maintaining the executive calendar, scheduling proper appointments and meetings, keeping precise track of all trips and important meetings
- Monitoring and screening enquiries and requests from management team members, other staff members and external people. Being the link between management and staff members, clients, suppliers
- Support with various administrative works i.e. producing documents, briefing notes and presentations, travel expense claims, invoices, letters, post mail, printing, copying and filing documents.
- Interacting with international clients and suppliers, government official, high level stakeholders
- Organize events as per requirements, being willing to travel (only if necessary)
- Dealing with sensitive information and being able to handle appropriately

Travel Organization
- Travel and hotel arrangements, dealing with last minute changes in a very fast paced environment i.e book flights, hotels, taxis, airport pickups )
- Being able to liaise with staff members and clients in country and globally
- Preparation and communication of Itineraries, arranging visas and other travel documents
- Anticipate documentation requirement for travel and ensure validity of visa’s/passports
- Private charter requests - Vetting/KYC/Cost efficiency
- Arranging high level travel with ExCom members

Support with Procurement Processes
- Support with processing and dispatching POs
- Screening and updating vendors list in Navision
- Screening invoices from suppliers

**REQUIREMENTS**:
**Experience**:

- At least 5 years of experience working with key executives/international environment

**Skills**:

- MS Office Suite
- Hospitality and customer centric focus
- Good written and spoken English
- Multi-tasking skills, great planning skills
- Able to work under pressure
- Ability to prioritize tasks, flexible team worker
- Reliable, discretion and confident
- Good interpersonal skills and customer service skills
- Helpful, service orientated
- Resilience: ability to cope with setbacks

Competencies:

- Familiarity with hospitality industry standards
- Other computer software knowledge a plus
- Ability to communicate with people at all levels and of all nationalities
- Professional manners
- Friendly disposition
- Dedicated and reliable
- Flexible and willing to go the extra mile
- Smart and presentable
- Available even out of office hours
- Self-disciplined, motivated, energetic self -starter with an exemplary work ethos.
- Familiarity or knowledge of the Africa geography and culture

Key Relationships and Department Overview:
Internal - Puma Energy Management, Pool Driver, Receptionist, Assistants & Company HOD’s

External - Travel Agencies, Hotels & Any external visitors and high-level stakeholders

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