Temporary Executive Personal Assistant
1 week ago
We are looking for a versatile and highly-organized personal assistant to perform personalized administrative duties for the director. In this role, you will be responsible for scheduling meetings, taking notes, and handling correspondence on behalf of the director. You may also be required to make travel arrangements and assist with other duties when required.
To ensure success as a personal assistant, you should exhibit excellent organizational skills and demonstrable experience in a secretarial role. Accomplished personal assistants are intuitive to the needs of the managers and work autonomously to provide customized administrative support.
**Responsibilities**:
- Manage director electronic/physical diary, assessing priority of appointments and reallocation as necessary.
- Manage director travel arrangements (including visas/accommodation/flights).
- Process directors correspondence, ensuring that incoming correspondence is dealt with by the Director/or on behalf of the Director, or other staff as appropriate.
- Maintain directors office systems, including data management and filing.
- Maintain records of Directors contacts.
- Screen calls, enquiries and requests, and deal with them when appropriate.
- Assist director in researching and following up with action on matters which fall within the director’s responsibility chasing responses, triggering follow-up action.
- Produce documents, briefing papers, reports and presentations for the Director.
- Organize meetings and ensure that Director is well prepared for those meetings, preparing agendas, pre-meeting briefings and meeting papers.
- Meet and greet visitors at all levels of seniority.
- Any other duties as may reasonably be required by the Director.
Key Skills:
- Ability to organize and plan own work,
- Excellent attention to detail, with the ability to maintain a high level of accuracy,
- A flexible, pro-active approach to work including the ability to prioritize,
- Ability to work on own initiative,
- Ability to deal with sensitive information with discretion and to maintain confidentiality,
- Microsoft Office Word, Excel and PowerPoint,
- Exceptional interpersonal and communication skills, to enable professional interaction with a wide range of contacts.
This is a temporary position for 4 months.
**Job Type**: Temporary
Contract length: 4 months
Ability to commute/relocate:
- Cape Town, Western Cape: Reliably commute or planning to relocate before starting work (required)
**Experience**:
- Administrative office procedures, practices and equipment: 1 year (preferred)
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