Executive Assistant

7 hours ago


Johannesburg, South Africa Yum Full time

**Key Responsibilities**
- Direct liaison with senior executives on international & local level
- Ensure that the Executive is aware of key meetings, correspondence, and communication requirements daily
- Screen calls to ensure that matters of importance reach the Executive
- Co-ordinate and control diaries daily with cognisance of the company’s yearly planner with local and international events
- Prepare and distribute agendas, minutes and reading material for management meetings, including graphics and charts
- Prepare, submit, and record all business and personal medical claims to medical aid
- Reconcile credit card statements and forex spent and generate Travel & Expenditure claims and ensure these are distributed to the respective departments before cut off date
- Assist and advise with telephonic enquiries
- Record all management leave and maintain an updated leave roster

Booking, Travel & Logistics
- Book and plan international & local travel, car hire, accommodation, visa requirements, new passports, medical assistance
- Prepare and assist international visitors with detailed agendas, logistics, security, drivers, hotel accommodation & travel arrangements on a business level
- Assist international visitors with holidays - i.e., safaris, hotels, dinners & logistics in Southern Africa on a personal level
- Co-ordinate VIP visitors in Africa travel requirements
- Arrange and book boardroom functions and catering monthly or as and when requested
- Arrange venue, logistics, and accommodation for management meetings held off-site
- Organise and arrange personal requests - delivery of flowers, dinners, cards and gifts
- Manage and coordinate all logistics related to functions, meetings, and events related to the Executive’s office
- Assist and advise with telephonic enquiries
- Arrange invitation letters and confirmation of employment letters for visa formalities for franchisee visitors from Africa

**Qualifications**
- High School Matric
- PA diploma or certification would be considered an advantage

**Skills and Experience**
- 3 to 5 years of experience as a Personal Assistant supporting Executives
- Extensive dairy management experience
- Experience in liaising with internal departments, answering calls, and making travel arrangements
- Typing, formatting, and editing reports, documents, and presentations.
- Sound experience with administration tasks such as creating documents, formatting and editing reports, documents and presentations
- Proficient in using office software such as MS Word, Excel, and PowerPoint
- Advanced typing, note-taking, recordkeeping, and organizational skills
- Ability to manage internal and external correspondence

**Competencies**
- Discretion and trustworthiness: you will often be party of confidential information
- Flexibility and adaptability
- Good oral and written communication skills
- Organisational skills and the ability to multitask
- The ability to be proactive and take the initiative
- Tact and diplomacy
- Communication skills
- A knowledge of standard software packages and the ability to learn company-specific software if required


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