Executive Administrative Assistant

2 weeks ago

Johannesburg, South Africa Woolpert, Inc. Full time

Overview:
Woolpert Africa, based in Johannesburg, South Africa, offers extensive high accuracy lidar, imagery and remote sensing experience, as well as airborne topographic, hyper spectral, and thermal survey and mapping. We provide mapping services for engineering, infrastructure, mining, mapping, agriculture and environmental sectors in more than 45 African countries.

We believe great companies are built from exceptional people and amazing clients. Because of our growth, Woolpert, Inc. is currently seeking an experienced Executive Administrative Assistant to join our dynamic team in Johannesburg. As a key member of our organization, you will provide high-level administrative support primarily to the Senior Vice President of the Geospatial business area, while also assisting a team of 5 Market Directors with various administrative tasks.

**Responsibilities**:

- Primary Executive Support: Act as the primary point of contact for high-level executives, providing seamless administrative support to the Senior Vice President and Market Directors.
- Project Setup Oversight: Review and approve project setups, ensuring strict compliance with company-wide project fundamentals, contracts, project plans, work breakdown schedules, and resource allocations.
- Financial Management: Oversee the management of expense reports, approval of timesheets, ensuring accuracy and compliance with company policies.
- Travel Coordination: Coordinate domestic and international travel arrangements for executives, ensuring seamless logistics and adherence to travel policies and budgets.
- Communication and Coordination: Maintain effective communication and coordination among team members to ensure deadlines are met and priorities are addressed efficiently.
- Meeting Documentation: Attend and accurately document executive-level meetings, drafting meeting minutes and assisting in the development of presentations.
- Confidentiality Management: Uphold the highest standards of confidentiality and discretion in handling sensitive information and materials.
- Office Technology Proficiency: Demonstrate proficiency in MS Office products (Word, Excel, Outlook, and PowerPoint).
- Task Prioritization: Prioritize tasks effectively based on a thorough understanding of key business objectives, demonstrating exceptional organizational skills and attention to detail.
- General Administrative Duties: Utilize knowledge of general office duties to flexibly handle various tasks as required to ensure smooth office operations.

Qualifications:

- Bachelor's degree (BA/BS) with a minimum of four (4) years of related experience.
- Proven experience supporting senior-level management, preferably within a corporate environment.
- Exceptional organizational skills, attention to detail, and ability to maintain confidentiality are essential.
- Proficiency in arranging domestic and international travel is highly desirable.
- Familiarity with AEG 365 and background in the Architecture, Engineering, or Geospatial industry is advantageous.

**Work Arrangement**:
Based at our Johannesburg office with the possibility of a hybrid arrangement.

Working hours preferably from 10 am to 6 pm, accommodating the time zone difference with the US-based management team.

**Presenting Opportunities and Challenges at Every Turn...**

As a firm that recognizes the importance of developing top talent from within, our employees have access to a wide range of training and coaching programs and are rewarded for their achievements through our excellent benefits package and competitive salaries.

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