Executive Personal Assistant

2 weeks ago

Edenvale, South Africa Signature Cosmetics Full time

**Responsibilities**:

- Effectively manage all, including confidential and personal correspondence.
- Type, format, and edit reports, documents, and presentations including annual salary increase and bonus letters.
- Prepare correspondence on behalf of line manager.
- Prepare monthly cash flow budgets for line manager.
- Capture data, maintain data bases, and keep records.
- Maintain an effective filing system.
- Collate, file, and reconcile expense claims.
- Manage allocated budgets when necessary and credit card expenses.
- Implement and maintain required procedures and administrative tasks.
- Liaise with suppliers, clients, and staff.
- Co-ordinate the Rentokil hygiene service account and equipment for both companies and address any areas of concern.
- Liaise with and provide information to other departments as and when required.
- Answer personal and line manager telephone, relay messages and prioritise time allocated for meetings.
- Manage internal and external correspondence.
- Schedule appointments, manage and maintain calendars, organise meetings and send reminders.
- Copying, scanning, and collating documents.
- Arrange facilities for meetings and the required refreshments.
- Order office supplies and arrange courier services as and when required.
- Arrange business travel, transport and accommodation bookings.
- Organize events and conferences and propose itineraries and activities.
- Provide and arrange personal household and family administrative tasks including but not limited to travel plans, household maintenance and cleaning, book appointments, shopping when necessary and arrange ad hoc transportation.
- Ensure line manger receives the necessary reminders and notifications of deadlines and important tasks and or events.
- Conduct research as and when required.
- Process all allocated insurance claims as per company and insurer standards.
- Effectively utilise resources to ensure head office requirements are met, including but not limited to allocation of duties to HO driver, catering, and venue allocation.
- Ensure that head office facilities are maintained in a clean and hygienic condition and escalate requirements to the relevant department.
- Be intuitive to the needs of the line manager and provide the required level of support.
- Observe best business practices and office etiquette.

**Requirements**:

- Grade 12 or equivalent qualification is required.
- Certification in secretarial work, office and business administration or related qualification is required.
- Minimum 5 years’ experience in a similar role is required.
- Extensive experience in creating documents and spreadsheets, using office software such as Microsoft Office.
- Working knowledge of printers, copiers, and scanners.
- Advanced typing, note-taking, record keeping and organisational skills is required.
- Managing allocated budgets and company credit card is required.
- Experience with managing internal and external correspondence is required.
- Experience managing multiple calendars is required.
- Experience managing events and arranging functions is required.
- Experience with organising and supporting personal and family related tasks is required.
- Processing of insurance claims and service provider accounts.

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