Executive Personal Assistant
3 weeks ago
-Introduction
We are looking for an effective and efficient Executive Personal Assistant for the Head of Myriad and a portion of his direct reports.
Role Purpose
Requirements
- Grade 12
- Diploma in Business Administration or Secretarial will be an advantage.
- 5-7 years' experience as an Assistant to an Executive within a large Corporate.
- Intermediate level experience with Microsoft suite (Word, PowerPoint, Excel, Teams).
Duties & Responsibilities
- Handle all administrative and secretarial activities (Internal Process)
- Proactively support diary management activities in order to effectively schedule appointments.
- Arrange detailed travel arrangements and compile all the relevant documentation for travel-related meetings.
- Pro-actively screen incoming calls, correspondence and respond independently where possible.
- Co-ordinate all the components (logistics, catering etc.) of events, meetings and functions within budget and specifications.
- Provide secretarial support (agenda, minutes, action plans etc.) for the preparation and successful execution of meetings.
- Support the flow of information within the executive office, ensuring that matters requiring personal attention are handled speedily.
- Proactively lead office management tasks, making constructive contributions that will enhance the effectiveness of the portfolio.
- Take the lead and set the example for a professional office management experience and delivery
- this includes but is not limited to guidance and direction to Personal Assistants within the Myriad portfolio.
- Escalate faults and other housekeeping issues with the relevant service provider and ensure queries are resolved within the given timeframes.
- Ensure effective management of sufficient office supplies.
- Timeously escalate client complaints and queries to the relevant department.
- Ensure files are kept in order and easily accessible.
- Collate, compile and distribute executive packs for all Governance Forums and Management Committee meetings, with a high level of detail orientation to ensure accuracy.
- Add to the executives' efficacy by facilitating ad hoc personal matters efficiently and with high levels of confidentiality.
- Engage with clients in a client centric manner (Client Services)
- Build and maintain relationships with clients and internal and external stakeholders.
- Participate and contribute to a culture which builds rewarding relationships, facilitates feedback and provides exceptional client service.
- Self-management and teamwork (People)
- Develop and maintain productive and collaborative working relationships with peers and stakeholders.
- Positively influence and participate in change initiatives.
- Continuously develop own expertise in terms of professional, industry and legislation knowledge.
- Contribute to continuous innovation through the development, sharing and implementation of new ideas.
- Take ownership for driving career development.
- Contribute to financial controls and planning (Finance)
- Prepare and check invoices and load payments onto the procurement system for approval and conclude process once payment is approved.
- Identify solutions to enhance cost effectiveness and increase operational efficiency.
- Manage financial and other company resources under your control with due respect.
Competencies
- Business Acumen
- Client/ Stakeholder Commitment
- Drive for Results
- Leads Change and Innovation
- Collaboration
- Impact and Influence
- Self-Awareness and Insight
- Diversity and Inclusiveness
**Additional Information**
- The role is currently available in Momentum Life, based at our Head Office in Centurion.
- Policy
We are committed to Employment Equity, diversity and inclusion when recruiting internally and externally. All appointments are made in alignment to our Employment Equity goals and we encourage people with disabilities to apply.
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