Executive Personal Assistant

6 months ago

Parktown, South Africa Hollard Recruitment Full time

**Job Advert Summary**:
Hello an exciting new opportunity has just become available in our Hollard Health, Administration area. We are looking to recruit an Executive Personal Assistant (Permanent).

Hollard Health (“HH”) is looking for a mature and experienced Executive Personal Assistant to the CEO of Hollard Health with a supporting role to the HH Exco team. Excellent admin and time management is required as well as the ability of taking minutes of meetings.

The purpose of the role is to perform a supporting and cohesive role to the Executive and the business by executing, organising and co-ordinating all administrative functions to optimise the Executive's time, thereby ensuring the Executives efficiency and effectiveness to focus on strategic deliverables.

Key Responsibilities:
Manage and maintain the Executive’s diary, setup and arrange meetings, liaise with internal and external parties requiring ad hoc audience with the Executive.

Ensure that preparation has been made for all meetings.

Maintain a 12-month corporate calendar for all formal meetings - weekly, monthly Excos, (noting the reporting cycles of key partners, HINT and Manzillo), plus HH strategy session. Included is to ensure our in-country partners in Africa also have structured partnership meetings with Health set up (with meeting packs etc.) and that they get reminded of these sessions.

Meeting notes / packs / documents have been received well in advance.

Time has been scheduled for preparation.

Ensure busy diary commitments, papers, and travel arrangements are managed effectively.

Manage a daily folder with diary, necessary papers, reports, and memoranda for immediate attention.

Conduct weekly diary meetings with the Executive to discuss upcoming engagements, invitations, and other requests.

Schedule meetings for HH Executive team - between them and with teams, clients, committees, partners etc.

Coordinate travel and accommodation requirements in connection with others.

Filter general information, queries, phone calls and invitations to the Executive by redirecting.

Ensure that the Executive is fully prepared for all engagements.

Keep and maintain an accurate record of papers, notes, and electronic correspondence.

Prepare business correspondence on behalf of the Executive, including the drafting of general replies.

Minute general meetings as required and research matters on behalf of the Executive.

Ensure guests meeting with the Executive are assisted and their needs addressed.

Provide a service that is in line with the Executive’s work habits and preferences.

Ensure that the calendar for the year ahead is comprehensively planned with the Executive covering daily / weekly / monthly and quarterly meetings.

Ensure all deadlines are met and formally escalated to the Executive.

Responsible to ensure that proper electronic recordings, action points, and signed minutes are produced and saved/filed in the Executive’s records.

It is important to ensure that there is strict adherence to deadlines, and accountability to ensure that all standing information is required by the Executive on deadline.

Attend to personal matters of the Executive (if required) in the strictest confidence.

**Required Knowledge and Experience**:
10 plus years - Demonstrable experience in an administration/executive assistant/PA role in a highly pressurised environment requiring tact, judgment, and discretion in handling internal and external contacts (essential).

Experience of diary management/researching and booking of travel and accommodation (essential).

Experience of successfully working with senior management (essential).

Organization skills: Well-organized, able to handle a number of different tasks simultaneously. Strong ability to follow detailed methodologies. Capability to effectively multitask and strong co-ordination and planning skills. Strong ability to prioritize.

Decision-making: Analytically evaluating information in a systematic manner to solve problems and make effective decisions. Detail orientated.

Teamwork: Co-operates and works well with others in the pursuit of team goals; shares information; supports others

Client orientation: Identifies and addresses the needs of internal and/or external clients appropriately and speedily.

Interpersonal impact: Builds trusting relationships between individuals and teams through open and honest communication.

Work & self-management: Displays energy, drive, and initiative to achieve personal and/or team objectives. Manages & completes agreed tasks, on time, to required standard and overcoming obstacles. Ability to handle last minute changes. Well-presented / representative of Hollard’s image.

Communication skills: Ability to communicate effectively in verbal and written forms.

Other:
- Demonstrate common sense, self-motivation, with a can-do take-charge approach.

**Educational Requirements**:
Demonstrable experience is more important, but the following is a minimum:
Ma

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