Executive Assistant

4 days ago

Johannesburg, South Africa Crayon Full time

**How you’ll role**

The Executive Assistant will support the executive team in all aspects of planning, coordination of diaries, and scheduling of events and meetings. You will also be responsible for the preparation of documents and reports, travel arrangements, managing communications and queries, and assisting with company secretarial duties. You will be responsible for ensuring effective future planning for the executive team by liaising across departments and with external stakeholders to ensure timelines and deadlines are met. You will be required to professionally plan and manage meetings, functions and events whilst coordinating communications with relevant stakeholders.

**What you’ll do**
- Coordinate all meetings and conferences of the executive team (including external meetings, donor site visits, and/or marketing events)
- Prepare meeting packs and meeting agendas
- Take minutes in key meetings and circulate minutes and actions to relevant parties
- Organise electronic folders for the executive team relating to reports, minutes, meeting packs, etc.
- Organise meetings with funders and the relevant provincial teams
- Organise all travel (local and international if required)
- Professionally plan and manage meetings, functions, and events
- Efficient electronic diary management (schedule appointments and arrange venues)
- Prepare monthly reports (consolidate and distribute to team)
- Prepare quarterly reports (consolidate and distribute to external stakeholders)
- Monitor and submit monthly consolidation of business expenses for the executive team
- Assist with any ad hoc projects and events as required
- Overall secretarial duties (including preparation of documentation, resolutions, and signature management)
- Query resolution with a client-centric approach (respond to enquiries promptly and efficiently, clarify instructions, and note any queries)
- Optimise operational and time efficiency of the executive team within target deadlines
- Ensure effective future planning
- Identify process improvements where necessary and assist in planning and implementing new procedures and programmes

Key performance metrics:

- Effective diary and meeting management
- Timeous reporting and deliverables
- Successful project coordination

**What you’ll need**
- Proficiency in G-suite
- Proficiency in working with Asana or similar software will be beneficial
- Power user of technology to increase efficiency
- Minimum 5 years’ experience in a similar role and/or environment supporting multiple executives in a fast-paced environment
- No criminal record (will be required to pass a clearance check)
- Code 8 driver's licence
- A full COVID-19 vaccination certificate

Personal attributes:

- Decisive, confident achiever who constantly meets goals
- Strong attention to detail with the ability to solve challenging problems
- Strong focus on processes and using tech and systems to achieve deliverables
- Cooperative—capable of collaboration and communication in a tactful non-confrontational manner
- Understand the business industry and how the business works; keep informed about trends and changes in the marketplace
- Advanced level of written and verbal English
- Excellent planning and organisation skills
- Ability to learn and adapt with environment
- Consistent and reliable
- High level of confidentiality and integrity
- A professional demeanour
- Complete finisher with a follow-through aptitude
- Sense of urgency and delivery-oriented
- Efficient and well organised
- Strong time-management skills, with the ability to prioritise tasks

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