Executive Personal Assistant

2 weeks ago


Parktown, South Africa The Aurum Institute Full time

**Work Description**

The Executive Personal Assistant is responsible for the provision of administrative support to Executives/CEO. This entails coordination of administration processes including Diary/Calendar management, Agenda preparation, arranging Meetings, advising Delegates of what they need to do prior to Meetings, taking Meeting Minutes, following up of Action Items, Travel arrangements and Communication aspects.

**Technical Work Responsibilities**
- Liaising with Stakeholders
- Acting as a first point of contact: dealing with Correspondence and Phone calls
- Produces Information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting Text, Data, and Graphics
- Saves Executive time by reading, researching, and routing Correspondence; drafting Letters and Documents; collecting and analysing Information; initiating Telecommunications
- Manages Executive/s Appointment Schedule by planning and scheduling Meetings, Conferences, Teleconferences and Travel
- Arranging Travel, Visas and Accommodation and, occasionally, travelling with the Manager to take Notes or Dictation at Meetings or to provide General Assistance during Presentations
- Organising and maintaining Diaries, and making Appointments
- Welcomes Guests and Customers by greeting them, in person or on the telephone; answering or directing inquiries
- Maintains Customer Confidence and protects Operations by keeping Information confidential
- Completes Projects by assigning work to Clerical Staff and following up on the results
- Prepares Reports by collecting and analysing Information
- Secures Information by completing Database backups
- Provides Historical Reference by developing and utilizing Filing and Retrieval Systems
- Arrange for the recording of Meetings and Discussions
- Maintains Office Supplies Inventory by checking Stock to determine the Inventory level; anticipating needed Supplies; evaluating New Office Products; placing and expediting orders for Supplies; verifying receipt of Supplies
- Ensures operation of Equipment by completing preventive maintenance requirements; following Manufacturers’ Instructions; troubleshooting malfunctions; calling for repairs; maintaining Equipment Inventories; evaluating new Equipment and Techniques
- Maintains professional and technical knowledge by attending Educational Workshops; reviewing Professional Publications; establishing Personal Networks; participating in Professional Societies
- Contributes to Team efforts by accomplishing related results as needed.

**Requirements**:
**_ Education_**
- A Grade 12, High School diploma, further education (FED) or equivalent
- A Secretarial qualification at NQF 5 level

**_Advantageous_**
- A basic Bookkeeping or Accounting Certificate
- An Office Administration Certificate
- A Business Administration Certificate

**_Experience_**
- At least 5 year’s Secretarial/Personal Assistant experience
- One to three months related experience and/or training, or equivalent combination of education and experience

**_Requirement_**
- SA Citizen or valid work permit to work in South Africa
- Advanced personal computer skills including electronic mail, record keeping, routine database activity, word processing, spreadsheet, graphics etc
- Driver’s license
- Own car
- Willing to work overtime
- Minimal overnight travel (up to 10%) by land and/or air

Please note:
Kindly provide current and relevant references for background checks



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