Executive Assistant

2 weeks ago

Cape Town, South Africa Coco Corporate (Pty) Ltd Full time

**Job Specifications**

**Calendar Management**
- Efficiently manage and organise calendars of executives and clients.

**Client Communication**
- Serve as a primary point of contact for clients, acting as a representative of the executive team.
- Respond promptly to client inquiries, providing comprehensive and helpful information.
- Build and maintain strong relationships with clients, demonstrating a deep understanding of their needs and ensuring exceptional customer satisfaction.

**Document Preparation and Organisation**
- Prepare and edit documents, reports, and presentations for internal and external use.
- Ensure all files and records are organised and easily accessible to facilitate smooth operations.

**Administrative Support**
- Handle administrative tasks such as processing expenses, managing office supplies, and handling incoming correspondence.
- Assist in the coordination of company events, conferences, and other related activities.
- Handling incoming calls, taking messages, and directing calls to the appropriate person.
- Managing and organising a digital filing system and documents for easy access.

**Executive Support**
- Organising meetings and appointments relating to accounts.
- Reminding the executives (or their team) of information you require for your processing work.
- Preparing and submitting financial reports by collecting, analysing, and summarising information.
- Managing databases and filing systems, ensuring sufficient, accurate record-keeping occurs.
- Liaising with staff, business contacts, associates, suppliers and clients.
- Implementing and maintaining procedures and administrative systems.
- Miscellaneous tasks to support management relating to accounts and bookkeeping.

**Data Entry**
- Entering and updating data in spreadsheets, databases, or CRM systems.
- Managing and maintaining databases, including data cleaning and deduplication.
- Collating and maintaining records of all personal, financial, and business documentation as and when required.

**Project Management**
- Project Coordination: Assisting with project planning, tracking progress, and coordinating tasks.
- Task Delegation: Assigning tasks to other team members and tracking their completion.
- Meetings and communication with the Client and any related teams regarding daily operations.
- Management of the after-sales servicing of clients.

**Research**
- Conducting research on various topics as requested by the client.
- Suppling quotations and information for Client requests.
- Assisting in finding courses, workshops, or learning opportunities per Client’s request.

**Problem Solving**
- Proactively identifying and resolving issues and challenges on behalf of the client.
- Implementing the solutions once approved by the Client.

**Problem Emergency Assistance**
- Being available for emergencies, even if the hours are outside of the project hours.
- Proactively identifying and resolving issues and challenges on behalf of the client.
- Implementing the solutions once approved by the Client.

**Qualifications & Expertise**
- Proven experience as an Executive Assistant or similar role, preferably in a client-facing.
- Excellent verbal and written communication skills, with the ability to articulate ideas clearly and professionally.
- Strong organisational skills and the ability to handle multiple tasks and deadlines efficiently.
- Customer-focused mindset with a keen eye for detail and a commitment to delivering high-quality service.
- Demonstrated ability to maintain confidentiality and handle sensitive information with tact and discretion.

**Skills**
- Adaptability to rapidly changing work environments
- Dedication to continuous self-improvement and skill enhancement
- Mastery in designing, implementing, and refining processes and systems
- Strong self-awareness with a capacity for introspection and self-assessment
- Superior communication skills, adept in articulating ideas clearly and persuasively
- Expertise in negotiation and delivering exceptional customer service
- Ability to autonomously execute tasks with efficiency and precision
- Proficiency in fostering teamwork and collaboration within diverse groups
- Exceptional time management capabilities, with a knack for prioritising effectively
- Rigorous attention to detail, ensuring thoroughness and accuracy in all tasks
- Advanced technical skills, comfortable with current and emerging technologies
- Critical thinking prowess for innovative problem-solving and strategic decision-making
- Proficiency in project management, adept at planning, executing, and finalising projects according to strict deadlines and within budget
- Comprehensive knowledge of MS Office Suite, including advanced functionalities
- Familiarity with AI and Machine Learning platforms to optimise workflows and data analysis
- Proficient in online storage solutions (e.g. DrppBox, OneDrive, Sharepoint, etc
- Typing skills (Averaging between 50 and 60 wpm)
- Basic IT Troubleshooting/P

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