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Executive Assistant to Directors

2 months ago

Cape Town, Western Cape, South Africa Cognia Law Full time
Company Overview

Cognia Law is a leading provider of integrated legal services, connecting the legal sector through partnerships and efficient processes.

We strive to create a collaborative environment where our team, partners, and clients thrive together, with a focus on enabling our people to realise their full potential.

For more information, please visit our website.

Job Summary

The Personal Assistant to Directors will play a crucial role in ensuring the smooth operation of the directors' schedules and activities. This position requires a highly organised and proactive individual who can manage multiple tasks and priorities efficiently.

The ideal candidate will have exceptional communication skills, a keen eye for detail, demonstrated ability to multitask, and the ability to handle confidential information with discretion.

Key Responsibilities
  • Diary Management: Efficiently manage the complex calendars of 4 Directors, scheduling meetings and appointments both locally and internationally. Ensure all calendar entries are up-to-date and conflicts are resolved promptly.
  • Travel Arrangements: Organise comprehensive travel itineraries, including flights, accommodations, transportation, and visas. Handle last-minute changes and ensure all travel-related documents are in order.
  • Meeting Coordination: Book meeting rooms, arrange catering, and ensure all necessary materials are prepared. From time to time, take minutes during meetings and follow up on action items.
  • Facilities Management: Oversee the management of office facilities, ensuring a smooth and efficient working environment. Coordinate with vendors for office supplies and maintenance.
  • Special Projects: Assist with special projects as assigned by the directors. This may include research, event planning, and other ad-hoc tasks.
  • Communication: Act as the first point of contact for the directors, including screening calls. Maintain confidentiality and handle sensitive information with discretion.
  • Document Management: Prepare, edit, and format documents, presentations, and reports. Ensure all documents are filed and organised systematically.
  • Event Planning: Assist in planning and organising company events, conferences, and team-building activities.
  • Relationship Management: Build and maintain positive relationships with internal and external stakeholders, ensuring effective communication and collaboration.
Requirements

The requirements for the role include the following:

  • Proven experience in an administrative or personal assistant role, preferably supporting multiple senior executives.
  • Experience in supporting international executives and organising their meetings, ensuring enough travel time, predominantly in the UK.
  • Exceptional organisational skills with attention to detail.
  • Exceptional communication abilities, both written and verbal.
  • Ability to multitask effectively in a fast-paced environment.
  • Excellent proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Ability to handle confidential information with integrity and discretion.
  • Strong problem-solving skills and the ability to anticipate needs.
  • Flexibility and adaptability to changing priorities and demands.
  • Professional demeanour and approach to work.