Executive Assistant

5 months ago

Centurion, South Africa PIC Specialists LLC Full time

PIC Specialists (PIC) is an established and distinguished Professional Aerospace Program Management and Engineering Service Organization located in Dallas, Texas, USA. The PIC brand is about seamless integration, serving a wide range of aerospace entities - from Major airlines and operators to MROs and small-to-midsize OEMs - PIC represents a unique blend of innovative problem-solving and actionable resources.

As part of our organization’s strategic growth plan, PIC is setting up a Program and Engineering Support Office to be located in Pretoria, South Africa. Since this Satellite Office will form a key element in the service solutions PIC offers its customers, it is detrimental that we employ individuals who bring specific skill sets to join this new team.

We seek an experienced, highly motivated, and enthusiastic **office administrator / executive assistant** to join our rapidly growing team on site in our South Africa Satellite office location. Working both collaboratively and independently, s/he enables the company to function well and facilitates efficient and effective department workflow across multiple office sites. This person will be responsible for overseeing daily office operations and supporting the administrative needs of leadership team members.

**Position Responsibilities**:

- Perform clerical tasks such as filing, data entry, and document management
- Handle front desk duties including answering phones and greeting visitors
- Assist with human resources tasks such as onboarding new employees and maintaining personnel records
- Communicate effectively with team members and external stakeholders
- Sit for up to 8 hours a day
- Move items weighing up to 50 lbs.
- Coordinates and processes domestic and international business travel arrangements, monitors designated business traveler's logistics, generates expense reports and assists in reconciling corporate credit card charges to ensure timely and accurate reimbursement and verifies payments to corporate credit cards.
- Prioritizes and schedules management-level employee time and availability for efficient use of time.
- Tracks and maintains designated conference room schedules for availability and efficient use of resources.
- Plans and implements logistics for executive level internal and external events.

**Basic Qualifications (Required Skills/Experience)**:

- Minimum of High School Diploma or GED.
- More than 3 years of experience using all the following Microsoft Office Applications (Word, Excel and PowerPoint).
- More than 3 years of experience providing office administrator support to a senior or higher-level manager.
- More than 1 year of experience working in a cross-functional environment, with broad experience working with all business levels from individual contributors to executive-level leaders.
- More than 1 year of experience preparing agendas, facilitating meetings, taking actions, and following action items to closure.
- Proven experience in administrative roles
- Strong organizational skills with the ability to prioritize tasks
- Excellent communication skills, both written and verbal
- Ability to work independently and as part of a team
- Experience with phone systems and office equipment

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