Executive Administrator

3 weeks ago

Century City, South Africa Ares SA Full time

Ares Holdings is looking for an Executive Administrator to serve as point of contact for executives and the senior management team and to develop systems to prioritise time.
- Provide a comprehensive support service to SMT that ensures a professional, responsive and effective experience within the organisation as a whole.
- Provide sophisticated calendar management
- Compiling and creating PowerPoint presentations
- Providing a confidential and comprehensive administrative/office support service
- To drive internal and external correspondence internally between the SMT as well as with external contacts.
- Taking and distributing minutes and monitoring progress feedback
- Effectively executing financial administration and the services function through budget set up and expense control
- Organizing functions/meetings/events and appointments etc.
- Compile, proofread and revise drafts of legal documents and reports
- Timeous and effective organization of travel, local and international.
- Daily record keeping with electronic and hard copy filing of documents.
- Obtain relevant information from other organizations or agencies
- Create and organize information and generate reference tools for easy use by the office
- Prepare and format legal and management reports
- Maintain and update databases and tracking systems
- To evaluate information and requests and to re-direct as appropriate
- To drive and execute advanced and varied executive administrative duties and projects.
- To anticipate and proactively follow-up on management and client deliverables.
- To source and compile relevant information, analyse data and draw conclusions that affect business planning and operations.
- Ensure the vision and business priorities are well communicated to the team, facilitate business decision making, strategic planning, leadership meetings and broader communications.
- Monitor key projects and initiatives
- Follow up on strategic team meetings and projects progress for the team, drive stakeholder reporting
- Collate submissions from relevant committee members and stakeholders as per the agenda; and collating feedback for action points arising from the previous meeting.
- Communicate deadlines and reminder for submissions to committee members
- Ensure proper filing of statutory records

**Qualifications**
- A Bachelor in Business Administration or equivalent/similar.

**Knowledge**:

- Advanced knowledge of and proficiency in the latest Microsoft packages (Word, Excel, Power Point & Outlook) is an important requirement.
- Knowledge of managing an Executive/Directors diary in a corporate environment
- Knowledge of coordinating business events/conferences
- Manage supplier contracts and ensure adherence to agreed upon terms.

**Skills**:

- Good coordinating and communication skills
- Proactive and able to work independently
- Able to plan ahead and spot potential areas where help may be needed
- Advanced numerical skills, together with the ability to complete numerical reports/budgets accurately (as and when required)
- Can present themselves and the company in a professional manner
- Can act as the main contact point for all matters relating to the CEO and General Managers.
- Have a strong service orientation
- Have excellent relationship-building and networking skills
- Able to communicate effectively at all levels both within, as well as outside the company
- Able to remain flexible, function under pressure and maintain a positive attitude and in a variety of circumstances.
- Have excellent time management, planning and organizing skills
- Have a strong “sense of urgency” with regards to everything they do
- Accurate, pay attention to detail and be reliable in meeting set deadlines
- Able to consistently deal with telephone calls, requests and interruptions with the highest degree of efficiency and professionalism
- Able to manage confidential information with utmost discretion
- Able to be innovative and show initiative
- Excellent verbal and written communication skills (English)
- Excellent presentation and skills.

**Experience**:

- A minimum of 5 years previous experience in a similar role in a corporate environment
- Previous retail experience preferred

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