Executive Personal Assistant

2 weeks ago

Bellville, South Africa Momentum Metropolitan Holdings Full time

-Introduction

Role Purpose

To offer full administrative support to the CEO and manage the CEO office environment which includes organising events and liaising with Clients.
Requirements
- Matric.
- Relevant tertiary Qualification would be beneficial
- Minimum of 5 years experience with regards to Administrative Support to at least one Executive (including but not limited to diary management, booking of flights, venues, and correspondence - written & verbal).
- Meticulous planning and coordination proficiency.
- Ability to identify and manage urgent, high priority matters.
- Proficiency in Microsoft Office.
- Strong stakeholder management & interaction experience.
- Solid experience with regards to verbal & written communication.
- Liaising with various external as well as internal stakeholders.
- Strong organisational skills and ability to multi-task, with an ability to prioritise an often conflicting workload.
- Professional demeanor.
Duties & Responsibilities

**Meeting management**
- Responsible for organising of internal and external meetings on behalf of the CEO; ensuring all necessary requirements are made (e.g. booking of meeting venues, equipment, presentations, prepare agendas).
- Proactively Manage, coordinate and maintain the calendar of the CEO including (but not limited to appointments & meetings).

**Office and Administration Management**
- Provide executive and administrative support to the CEO.
- Optimising productivity through effective diary management at a senior level.
- Identifying and managing the Action/To-do list.
- Take action authorised during the CEO’s absence, and use initiative and judgment to see that matters requiring attention are referred to, delegated, and handled in a manner so as to minimise the effect of the CEO’s absence.
- Logging ITSM requests to ensure maintenance of general office equipment and supplies.
- Assist with the coordination and management of ad hoc requests.
- Assist with and action CEO personal requests as required.
- Travel Management: Responsible for organising CEO travel and logistics (including flights, hotel accommodation, car rental, meeting schedules while travelling). Organising complex travel itineraries.
- Filtering phone calls and dealing with enquiries and ad hoc requests.
- Action telephone queries that are escalated from the switchboard and refer to the appropriate manager.
- Secretarial support for meetings as and when required by the CEO, including drafting and circulating meeting agendas, preparing minutes, communicating meeting reminders, confirming venues, and arranging refreshments.
- Manage high volumes of work and providing overall support to CEO / Exco.
- Work within a team as well as independently with minimum supervision completing administrative duties on time.

**Communication Management**
- Communicating important updates and assists with providing associated communication to the internal communications team.
- Extensive liaison with national and international clients; stakeholders and executives.

**Budget Management**
- Expense management; log invoices on JDE and follow process to ensure supplier payment.
- Ensure flights are booked and aligned to policy guidelines.
- Negotiate preferential rates with suppliers.
- Liaise directly with the finance department to ensure budgetary requirements are met.
- Ensure sponsorships are also distributed within budget and advise when not.

**Event Planning & Management**
- Coordinate and liaise with respective internal functional areas to enable conferences, roadshows, client functions, internal and external liaising, and engaging with caterers and suppliers.
- Arranging Exco’s, exec breakaways, conference calls, video conferencing, meetings, and appropriate meeting rooms.
- Set up accommodation, entertainment arrangements, and pick-ups for company visitors.

**Document management**
- Demonstrate tact and discretion and handle sensitive information confidentially.
Competencies
- Business Acumen
- Client/Stakeholder Commitment
- Drive for Results
- Leads Change and Innovation
- Motivating and Inspiring Team
- Strategic Thinking
- Collaboration
- Impact and Influence
- Self-Awareness and Insight
- Diversity and Inclusiveness
- Growing Talent

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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