Executive Assistant

6 months ago

Cape Town, South Africa Avacare Health Group Full time

Avacare is looking or a seasoned executive personal assistant to provide administrative support to the 3 group executive’s and smooth running of office daily operational tasks concerning their calendar, travel and coordinating with business units.

**Critical Experience**:
Minimum of 3-5 years executive support, specifically with supporting multiple executive staff members, and interacting with key stakeholders

Must be able to demonstrate familiarity with the needs of the group executive’s

Must possess excellent written communication and presentation skills with a strong editorial ability.

High level of proficiency with MS Office suite (advanced) is essential

Outstanding organizational and time management skills

Discretion and confidentiality

**Minimum Education**:
Bachelor’s degree in Business Administration or similar

1. General Office Operations and Administration

Ensures optimum use of group executive’s time and effective operations of the executives’ office.

Act as the point of contact among executives, employees, clients and other external partners

Manage information flow in a timely and accurate manner

Act as an office manager by keeping up with office supply inventory

Take minutes during meetings.

Screen and direct phone calls and distribute correspondence.

Organize and maintain the office filing (efiling and physical filing) system.

Coordinates logistics for internal and external meetings and speaking engagements on behalf of the group executive’s.

Collaborates with and aids the a leadership team on an as-needed basis.

Supports the group executive’s in holding leadership team members accountable to timelines and commitments.

2. Special Projects Coordination

Oversees special executive-level projects and independently executes special strategic projects, research, and assignments.

Manages timelines, delegates tasks, generates progress reports, and monitoring overall project progression.

3. Executive Assistance

Manage executives’ calendars and set up meetings.

Make travel and accommodation arrangements.

Consolidate daily expenses.

Prepare weekly, monthly or quarterly reports.

Drafts and initiates correspondence, announcements, research, materials, and briefings for speaking engagements, meetings, events and conferences.

Attends and participates in internal and external meetings with the group executive’s as needed.

Provides executive-level “problem solving” support for group executive’s.

Assesses the urgency and importance of situations and takes the appropriate action to determine the necessary level of group executive’s involvement.

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