Executive Assistant

6 months ago

Pretoria, South Africa Medipost Pharmacy Full time

**PRINCIPAL DUTIES AND RESPONSIBILITIES**:
Administrative of Information Data Management and Filing
- Liaise with the relevant stakeholders to ensure that documentation in the department is up to date, i.e., organograms, policies, SOPs, job descriptions, contracts, etc.
- Follow up on action items regarding performance improvements in line with strategic and

operational objectives.
- Ensure accurate filing system and effective data/information management system.
- Ensure that classified and confidential documents are kept safe.

**Travel Management**
- Manage all elements of the executives’ trip and ensure overall success and achievement of

trip objectives (i.e. itinerary, meeting agendas, and attendees).
- Responsible for ensuring all travel arrangements are made in a way that is cost-effective and efficient for business use.
- Oversee and ensure all travel requisitions and plans for the organisation have no errors.
- Manage negotiations with travel agencies as required.
- Reconcile departmental monthly travel expenses through the payroll or finance department.

**Diary Management**
- As a gate-keeper of the executives’ time - ensure that the executives remain sufficiently

accessible while keeping them on track with their daily objectives through effective diary

management.
- Arrange appointments and meetings as appropriate and ensuring that they are adequately briefed and have all relevant stakeholders in it.
- Meet and greet visitors on arrival and escort them to the relevant meeting venue.
- Ensure coordination of calendars for all meetings, including boardroom bookings and catering arrangements.

**Events Management**
- Planning and coordination of events.
- Research and booking of venues.
- Negotiations with the service providers.
- Logistics and catering management.

**Project Coordination**
- Conduct research on required information, compile data and prepare documents for

consideration and presentation as required.
- Coordinate projects and follow through with the relevant stakeholders to ensure completion.

**Coordination of Meetings**
- Coordinate and prepare meeting packs for all relevant meetings as required by executives,

including the compilation of presentations where required.
- Transcribe minutes and distribute them to relevant stakeholders.
- Follow up on action items to ensure that deadlines are met.

**Report Writing**
- Compile the relevant monthly/quarterly/annual reports as required and distribute them to

relevant stakeholders.
- Engage with the relevant internal stakeholders to ensure that accurate information is collated for reporting purposes.

**Adhoc**
- Perform any ad hoc duties that may be required by the department or business as and when required.

Uphold company core values
- Integrate company core values in day-to-day activities to embrace business culture.

Specific Requirements/Other important information
- Management of the Group COO’s calendar, and other executives as required, by scheduling meetings, appointments, and events

executives
- Plan the executives travel arrangements, including flight bookings, accommodation,

transportation, and creating itineraries for business trips
- Create and edit documents, reports, and presentations to support the executives in their work
- Act as the initial point of contact for the executives and respond to internal and external

stakeholders promptly and professionally.
- Organize key documents, ensure secure filing and record-keeping, report expenses, and

manage office supplies efficiently.

**MINIMUM REQUIREMENTS**:
**QUALIFICATIONS**:
Required Experience
- Minimum of 3 years executive assistant or general office administration experience at a senior

or executive management level.
- Microsoft Office experience.
- Multiple calendar management.

**Qualifications**:

- Grade 12 National Certificate or Diploma in Administration or Office Management/ Equivalent

Secretarial Qualification.

Transportation
- Driver’s licence and own vehicle.

Training Required
- Company Policies and Standard Operating Procedures.

**Competencies**

Technical Skills
- Proficient with using various operating systems such as Microsoft Windows and

troubleshooting technical issues.
- Skilled in managing multiple tasks through efficient time management and prioritization.
- Familiar with Microsoft Office and Google Suite to create and edit documents, spreadsheets,

and presentations.
- Quick at typing notes, transcribing meeting minutes, and responding to urgent

correspondence.

Soft Skills and Traits
- Excellent written and verbal communication skills to convey information professionally,

promptly, and accurately.
- Knowledge of the structure and content of the English language including the meaning and

spelling of words, rules of composition, and grammar.
- Strong attention to detail and quick at spotting errors in documents, data and

correspondence.
- Efficient with managing time, prioritizing tasks, and streamlining workflows to mee

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