Executive Personal Assistant Kenilworth, Cape Town

2 weeks ago

Kenilworth, South Africa Cape Racing Full time

**Introduction**

We are looking to hire an outgoing, professional, resourceful, proactive, and meticulous Executive Personal Assistant to perform all administrative and clerical duties required by our Chief Operations Officer. The incumbent must manage office operations, coordinate projects, and provide administrative support.

The Executive Personal Assistant will have good communication skills to share information with the Chief Operations Officer efficiently and effectively, with a high level of professionalism and confidentiality.

The Executive Personal Assistant will provide day-to-day assistance to the Chief Operations Officer and will be the first point of contact with stakeholders both internally and externally. The Executive Personal Assistant will report to the Chief Operations Officer.

**Key Responsibilities**
- Manage the executive’s calendar and set up meetings.
- Screening telephone calls and taking messages.
- Process travel claims and reimbursements.
- Coordinating meetings, conference calls, and interviews.
- Management of various MS Teams engagements as required.
- Preparing for meetings of executives, which includes drafting agendas, gathering, and printing all necessary documents, minute taking, distribution of minutes, organising refreshments/ catering, and arranging equipment.
- Timeous reporting, and preparation of documents and presentations for all strategic engagements.

presentations, reports.
- Conducting or preparing any research that the manager may require.
- Business writing with a good standard of English spelling and grammar.
- Filling of business documentation.
- Support executive with all administrative tasks as required.
- Manage relationships with both internal and external stakeholders to ensure adherence.
- Providing guests with refreshments when required.
- Maintains office supplies inventory by checking stock to determine inventory level.
- Reporting faulty office equipment.
- Ad hoc tasks as requested, including personal errands.
- Able to work flexible working hours and weekends, when required (official company events).

**Key Competencies/ Attributes**
- Business acumen and business etiquette on an executive level.
- Exceptional interpersonal and communication skills (oral and written).
- Fluency in English.
- Ability to work under pressure and tight deadlines.
- Ability to work at own initiative.
- Observant, with exceptional attention to detail.
- Excellent organisational and time management skills.
- Honest and reliable.
- Discretion and an understanding of confidentiality issues.
- Able to present information clearly and concisely.
- Flexibility and adaptability to juggle a range of different tasks.
- Good problem-solving skills.
- Project management skills.

**Required Experience**
- At least 5 to 8 years of proven experience working as an Executive Personal Assistant.
- Experience managing the operations of a busy executive’s office.
- Relevant experience in the culture, arts, tourism, and hospitality services sector is advantageous.

**Required Qualification(s)**
- Matric/ Grade 12 and a diploma or degree in office administration or management are required (NQF level 6 or NQF level 7).
- Computer literate (Microsoft Office suite).
- Excellent computer skills with advanced Excel skills.

**Job Types**: Full-time, Permanent

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