Procurement Executive Assistant

3 weeks ago

City of Cape Town Western Cape, South Africa Zeal HR Full time

Our client, a Cape Town-based provider of high-quality, premium domestic heating solutions is looking for an experienced and reliable Executive PA to provide high-level administrative and office support for the company Director. Hybrid position.

**Requirements**:

- Tertiary education in business administration or management, for example a BCom Business Management degree.
- At least 3 years of experience as an executive PA or a similar role in a corporate environment.
- Valid South Africa driver’s license with a reliable vehicle.
- A fast learner.
- Always willing to go the extra mile.
- Willing to work late when needed.
- A basic technical understanding of machinery equipment and technology would be advantageous as it is a technical company.
- Excellent verbal and written communication skills in English
- Strong skills in MS Excel is an advantage
- Proficiency in MS Office and other office software and tools
- Ability to multitask, prioritize, and work under pressure.
- A positive, flexible, and service-oriented attitude.
- Diary management experience

**Responsibilities**:

- Procurement
- Getting Shipping Quotes
- Following up on shipments with shippers, clearing agents, and suppliers
- Act as the main point of contact between the director and internal and external stakeholders
- Manage the director’s calendars and appointments and ensure they are well-prepared for meetings.
- Data analysis. Comparing many various products with a lot of various attributes and managing to compare “apples with apples”.
- Data Analysis on business performance from ERP system and CRM system - compiling concise reports for Director.
- Arrange and coordinate travel and accommodation for the executives and handle their expense reports.
- Following up on tasks on the directors’ behalf.
- Oversee the performance of other clerical staff.
- Assisting with Performance Review documentation and Bonus calculations.
- Draft and edit correspondence, reports, presentations, and other documents for the director.
- Organize and facilitate internal and external events and meetings on behalf of the Director, ensuring all the necessary requirements are met, such as venue, equipment, presentations, and agendas.
- Perform other administrative and clerical duties as assigned.
- Taking minutes when required
- Distributing comprehensive minutes and action points to all members post-meeting.
- Reconciling invoices
- Managing projects
- Act as an office manager, when needed.
- HR Assistance e.g., leave schedules.
- Day-to-day personal assistance to the director.
- Attend to various (non business related tasks)
- Shopping for various personal items, furniture, online, presents etc..
- Attending to family support recruitment (Au Pairs, Nanny’s)
- Holiday Planning

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