Executive Personal Assistant

2 weeks ago

Centurion, South Africa Hillpet Construction Management Full time

**EXECUTIVE PERSONAL ASSISTANT**

Responsible for the daily organizational and administrative duties for the Director as well as to oversee the management of the Director’s schedule, arrange meetings, and perform clerical tasks.

**ROLES AND RESPONSIBILITIES**

**Gatekeeper for the Director**
- Proactively and independently manage the Director’s diary (Reminding them of important meetings, tasks and deadlines).
- Arrange meetings when required, follow up on meetings before they take place.
- Screen and handle calls and queries.
- Set up meetings (including phone and video conference meetings, as well as the coordination of times, venues, catering).

**Reporting and Presentations**
- Assist with report and presentation production where required.
- Co-ordination of submissions required for reporting.
- Co-ordinate periodic follow-up meetings with various stakeholders on reported task/project progress.
- Assist in compiling and proof-reading high level documents/ reports.
- Print and distribute reporting to relevant stakeholders.

**Event and Facility Management**
- Professional facilitation of boardroom bookings for functions, meetings and/or strategy sessions.
- Assist with answering phones and welcoming visitors and clients in a manner which represents the Company in a good light.
- Co-ordinate the set-up, catering and clean up for client and internal events and meetings.

**Travel Management**
- Managing all travel arrangement for the Director including flights, transportation and hotel bookings as well as ensuring best scheduling and best fares.
- Expense claims and reporting.

**Administration**
- Extensive Diary management for the Director (Meeting dates for Exco etc).
- Take minutes of meetings when required.
- Setting business meeting agendas.
- Sending memos.
- Reviewing incoming reports.
- Sending of Executive memorandums and management.
- Must be proficient in communication on a high level with CEOs of other companies.

**Relationship Management**
- Telephone calls to be screened & messages taken.
- Effective relations with employees, management and Ops to be established & maintained.
- Appropriate communication methods to be selected & utilized.
- General queries to be handled with a high level of customer service, responding timeously & referring the query to the relevant stakeholders if necessary.
- Effective handling of matters in a professional and calm manner and ensuring follow up is done.

**Skills Required for the role**:

- Stay organised and keep track of important details.
- Handle tasks independently and proactively.
- Communicate effectively, both verbally and in writing.
- Be adaptable and flexible to handle changes.
- Use technology efficiently to help with work tasks.
- Be proactive in being able to pre-empt the needs of the Director.
- Work independently without being told what to do for every task.
- Understand the importance of confidentiality.
- Have good values that fit with the company.

**Desired Experience & Qualifications**:

- Tertiary qualification
- Proven experience as a Personal Assistant or similar executive administrative role.
- Travel arrangements experience (international & domestic).

**Package & Remuneration**:

- Dependent on experience (R10 000- R15 000).

**Salary**: From R10 000,00 per month

**Experience**:

- Administrative office procedures, practices and equipment: 1 year (preferred)

Ability to Commute:

- Centurion, Gauteng (required)

Ability to Relocate:

- Centurion, Gauteng: Relocate before starting work (required)

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