Executive Personal Assistant to CEO

2 weeks ago

Durban, South Africa Pool Academy Aquatics Full time

Pool Academy Aquatics is an International Aquatics company based in South Africa, United Arab Emirates, India and the United Kingdom. We have over 10 000+ participants in all of our divisions per year - across all countries.

We are seeking an Executive Personal Assistant whose goal is to ensure all personal & professional appointments and duties of the CEO are carried out in a timely & efficient manner. This role will be a split between personal tasks (30%) & business tasks (70%).

The person will be required to work from the CEO's house (currently based in Dubai) or office 6 days a week and will begin work in the month of August 2023.

We are looking for an Executive Personal Assistant who will be assisting the CEO and other members of the senior management across 4 countries (UAE, India, South Africa and UK) responsible for the over-all office environment maintaining it as a safe, healthy and adequate place for the work requirements. The Executive Personal Assistant will also be responsible to manage the employees affairs, certain public relations, and providing assistance to the CEO and the management team when required.

**Professional Role and Responsibilities**:

- Personal Assistant to the CEO and other members of the senior management.
- Be able to travel across 4 countries (UAE, India, South Africa and UK) with the CEO and assist wherever possible
- Manage and maintain executive schedules, including scheduling travel and conferences, making appointments, and making changes to appointments in relation to the company.
- Reading and analysing submissions, letters, agendas, memos and determining significance; routing to appropriate personnel in a timely and efficient manner.
- Prepare executive responses to routine memos, letters, or correspondence.
- Maintain register of all contacts.
- Assist in updating the Contacts List, populating new contacts, perform periodic reviews.
- Join meeting/calls and take comprehensive minutes whenever required.
- Responsible for the over-all office environment maintaining it as a safe, healthy and adequate place for the work requirements.
- Management of employee admin data folder.
- Manages employee affairs including marking attendances and leave day count, attire in adherence with company policies and procedures.
- Management of employees building/office access, parking space etc.
- Follow up for vendor’s month end statements (e.g. Telecommunications, Travel Agents, Courier Services) submit to finance department, follow up for timely payment and receipts.
- Acts as team assistant to the Management Team and Admin Team to the company.
- Assist on all other matters as directed by the CEO.

Qualifications and Education Requirements:

- Bachelor Degree (preferred)
- Fluent in English
- Prior experience in a related field of sport (preferred)
- Passport
- Valid Drivers license is mandatory

Essential Skills:

- Excellent written and verbal communication skills
- Time-management skills
- Ability to pay attention to detail
- Organisation skills
- Ability to multitask
- Basic understanding of frequently used computer software and programs, such as Microsoft Office
- Interpersonal skills
- Computer literacy.
- Verbal and written articulacy.
- Professional discretion.
- Efficiency.

**Personal Roles and Responsibilities**:
Assist the CEO in planning their day, prepare necessary documents & notes for review
- Handle the household responsibilities and manage the personal staff of the CEO
- Coordinate all local & travel arrangements for CEO & his family
- Handle confidential documents ensuring they remain secure
- Assist in tracking all personal expenses related to the CEO’s household
- Maintain electronic and paper records ensuring information is organised and easily accessible
- Conduct research and prepare presentations or reports as assigned

**Remuneration**:
The company will also provide medical insurance in South Africa

Accommodation costs will be fully provided for by the company when travelling abroad and in the country/ city you are based in (UAE - Dubai)

The company provides a company laptop and work phone with relevant credits

**Salary**: R21,300.00 - R23,900.00 per month

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