Executive Assistant

4 months ago


Sandton, South Africa Bluespec Holdings Full time

**Job Functions**:
**1.** **Provide a comprehensive Executive PA service to CEO.**
- Manage executive diary.
- Manage corporate credit card : purchases, functions, staff welfare, day to day office requirements.
- Book and manage all local and international travel arrangements.
- Arrange executive and clients’ meetings.
- Research for and prepare meeting agendas.
- Produce professionally typed documents as requested.

**2.** **Provide a comprehensive day to day service on the smooth running of the office.**
- File and store documents neatly and appropriately for easy retrieval.
- Prepare, type, and produce tenders and proposal.
- Liaise with staff, suppliers, and customers in relation to queries and attempt to resolve rather than escalate.
- Escalate unresolved queries to CEO, COO, and related departments.
- Manage personal administration and documents.
- Ensure the smooth running of the office on a day-to-day basis.
- Oversee maintenance of office equipment.
- Support staff in maintaining a positive, work effective environment at the office.
- Manage with IT our Cell C Company account and decision making in cooperation with Blue Spec.

**3.** **Ensure a superior front office service is provided at all times through management of reception staff.**

**Monitor and ensure**:

- Front desk is manned at all times and guests are treated professionally.
- Train and manage reception staff.

**4.** **Ensure that the premises are kept clean and tidy, and that relevant staff assist with catering, through management of the cleaning staff**

**Monitor and ensure**:

- Cleaning staff operate according to set standards (job profile, company standards)
- Cleaning staff provides assistance to chef.
- Train and manage cleaning staff.

**5.** **Ad Hoc projects**
- Arrange special events (e.g., year-end functions and conferences)
- Conduct research as and when requested by CEO.
- Identify opportunities, recommend, and implement solutions to continuously improve the Management of the Executive office.

**Facilitate**:
Implementation and maintenance of procedures and administrative systems.
Internal controls
Legal contracts
Other projects as identified.
Team building
Staff functions
Meetings with cleaning staff, receptionist, chef.

**Job Requirements**:

- 7 Years Executive PA experience
- Ideally in Finance and Motor industry
- National Senior Certificate

**Key relationships**
- Internal - Executive Directors and Management, Resident staff, Group Executives, HR.
- External - Insurance Companies, Service Providers and Customers

**Technical (systems) knowledge required**
- All Microsoft Suites - intermediate
- First assist system (Dreamtec)


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