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Executive Personal Assistant

4 weeks ago

Midrand, South Africa WSP Africa Full time

**Company Description**
We are WSP - Join us and make your career future ready

Think bigger scale. Think higher profile. Think ground-breaking. Join WSP, and you’ll be at the heart of a team of international experts all dedicated to growing and sharing their expertise, and working on projects that transform society for all of us.

WSP is one of the most diverse consulting firms in Africa, and the largest environmental consulting firm globally. We value our people and our reputation; we are locally dedicated with international scale; we are future-focused and challenge the status quo; we foster collaboration; we have an empowering culture and hold ourselves accountable.
**Job Description** Key Role**:
You will be responsible for providing a high level of professional administrative and business support to at least three (4) executive business leaders. You will be required to provide leadership guidance and possibly line management responsibility to other administrative employees. You will be expected to use your own initiative, provide succinct and effective administrative and business support, using a flexible and an adaptable approach. You will act as a gatekeeper allowing the Executive Directors you support to focus on their core activities and make best use of their time. You will have an eye for detail and the ability to work quickly, independently and efficiently.

**Key Responsibilities**:

- Provide high level of professional support to our business leaders;
- Extensive and complex diary management across multiple time zones;
- Extensive calender and diary management;
- Organize and coordinate meetings ensuring facilities and logistics are established. Prepare and distribute agendas and documents in good time. Take minutes, note actions and demonstrate responsibility in seeing that actions are completed to an agreed timeframe. Participate and contribute to the meeting where appropriate;
- Ensure Directors have all relevant information required for all meetings (meeting content, directions, documents, business cards etc.);
- Manage tasks and queries on behalf of the Director(s) in a timely manner with the ability to establish priorities based on understanding of the business and strategy;
- Undertake activities for clients and bids as a priority;
- Where present welcome visitors to the office ensuring compliance with office requirements regarding the visitors’ book, local inductions, fire alarms, facilities, etc.;
- Receive and prioritise calls, answer questions and connect to the appropriate person to ensure efficient and customer-focused phone handling;
- Assist Directors with the completion of expenses, timesheets and absences and act as a substitute on behalf of your director where necessary;
- Liaise with relevant internal stakeholder and teams to deliver marketing material, proposal documents, reports and presentations ensuring quality and consistency of output that meet WSP’s standards and guidelines;
- Responsible for booking local and international travel, including visas, flights, accommodation, car hire using WSP’s approved Travel Provider;
- Exco: prepare the pack with input from various Business Sectors. Attend meeting and take down action items;
- High level assistance to the Financial Director and the finance team - setting up for weekly / monthly / quarterly meetings;
- Booking of meeting rooms and ensuring set up is coordinated prior to meetings;
- Proactively contribute to ensuring a safe and healthy working environment

**Health & Safety**
- Role model standards for SHEQ performance and behaviour consistent with the company’s health, safety, environmental and quality vision and policies by influencing those around you;
- Contributing to the identification of SHEQ risks and driving processes to achieve Zero Harm;
- Embracing, displaying and promoting the company values and ensuring a safe working environment is maintained at all times;
**Qualifications**
- 5-7 years proven experience in supporting high level professionals
- Relevant administrative qualification preferred;
- Extensive experience in delivering a high-quality business administration service in demanding and pressurized environments;
- A desire to work in a fast-paced environment;
- Strong written and verbal English communication skills;
- Professional Services / Consultancy / Engineering background is preferred;
- Fully conversant to an advanced level in the complete Microsoft Office 365 Suite including Word, Excel, PowerPoint, SharePoint, Teams and OneNote;
**Key Competencies and Generic Skills**:

- Excellent attention to detail;
- Ability to plan, problem solve and act as a gatekeeper;
- Ability to work independently and as part a team;
- Ability to create a network both internally and externally;
- Ability to demonstrate discretion at all time, handling information in a confidential manner;
- Excellent organizational and interpersonal skills with the ability to meet deadlines;
- Communicates openly, keep