Executive Assistant

7 months ago

Sandton, South Africa Project Management Connection Full time

Serves as the primary point of contact amongst executives, employees, business and other external partners, including matters of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral or response, exercising judgement to reflect the Head of Tax’s style and the organisation’s policy.
- Works closely with the Head of Tax and keep the Head well-informed of upcoming commitments and responsibilities, following up appropriately. Act as a ‘barometer’ having a sense for the issues taking place in the environment and keeping the Head updated.
- Presentation/documentation preparation: Anticipate the needs of the Head in advance of meetings, presentations, etc. and drive processes to ensure timeous delivery of necessary documentation/reports. Actively manage expectations.
- A self-starter and proficient problem solver with an ability to critically assess and navigate, both independently and/or seek guidance to deliver.
- Professionalism at the highest level on all communications with internal and external stakeholders.
- Pro-active diary/calendar management and complete end to end organization of all meetings and special events (including reserving conference rooms; technical support, arranging for catering etc.). Knowledge of all aspects of hosting an audio and/or visual meeting.
- Strong listening skills: Completes and maintains minutes of meetings and action items, as requested. Follows up matters arising/ key actions coming out of meetings (e.g. regular reminders to those responsible until completion) and drives input from wider team to ensure that required output is received timeously (eg escalate to Head if deadlines unlikely to be met so that corrective action can be taken)
- Prepares written reports and communique to internal and external business partners (professional tone and strong command of business language)
- Maintain an electronic filing system according to the organisation’s document control standards and procedures. Manage certain manual files on request.

**Specific Areas of Deep Experience Required**:
**End to end local and international travel arrangements**:

- Obtain flight options, book flights, accommodation, transportation, arrange visas and preparation of travel file to include all details of travel, itineraries, locations, times of meetings, directions, as well as discussion materials
- Keep track of visas and passport requirements (as well as Head’s rewards/loyalty memberships at hotels, car hire, etc.) and arrange foreign exchange as and when required
- Co-ordinate meetings and venues, etc. in destination country

**Diary Management**:

- Screening of diary requests to ensure urgency accommodated
- Effectively co-ordinate multiple calendars (as well as multiple time zones)
- Prepare and co-ordinate agenda for internal and external meetings

**Communication**:

- Conducts research in preparation for the Head’s engagements and meetings as and when required
- Manages information flow in a discreet, timely and accurate manner
- Builds and maintains strong business relationships with internal and external stakeholders.

**Expense Management**:

- Accurate handling of all local and international travel expenses in a timely and accurate manner to ensure proof of spend submitted timeously
- Complete expense reports and process payments to allocated cost centres.
- Knowledge, Skills/Attributes and Personal Effectiveness
- Strong sense of urgency. Takes ownership and initiative
- Independent, creative, rational, logical, thinker
- Attention to detail, action oriented
- Outstanding organisational and time management skills
- Output focused: Ability to multi-task and prioritize daily workload to deliver outputs
- Excellent verbal and written communications skills
- Exercises discretion and confidentiality
- Strong personal mastery (prioritization, problem-solving, achievement, initiative)
- Strong administration skills (documentation, bookings, accuracy and quality of work)
- Large meetings/events management
- Adaptable and enjoys working in a fast-paced environment with numerous stakeholders and conflicting demands.
- High level of ownership and independence
- One step ahead: Responds to changes (finger on the pulse)
- Resilient: able to withstand demanding environment

**Requirements**:

- Requisite qualification (Project management qualification and/or core project management experience is a distinct advantage)
- Min of +/-10 years executive support experience
- Strong proficiency in full suite of PC Software (MS Office)
- Professionalism
- Detailed-oriented
- Rational decision maker
- Loyalty and Commitment
- Action-oriented
- Ownership/self-starter
- Planning & organizing skills
- Technical knowledge

**Skills**:
Confidentiality, Deliverables Management, Expectation Management, Group Problem Solving, Organizing, Organizing Meetings, Prioritization, Professional Etiquette, Project Management, Time Management, Written Communication

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