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Executive Assistant

1 month ago

Cape Town, Western Cape, South Africa HR Genie Full time
Job Title: Executive Assistant

HR Genie is seeking a highly skilled and experienced Executive Assistant to provide top-notch support to our leadership team.

Job Summary:

The successful candidate will be responsible for managing calendars, emails, and diaries, as well as drafting presentations, making travel arrangements, and preparing reports.

Key Responsibilities:
  • Provide administrative support to the COO, including scheduling meetings, managing emails, and maintaining calendars.
  • Manage all meetings, special events, and luncheons, including reserving conference rooms, arranging for catering, and providing technical support.
  • Complete and maintain meeting minutes and action items as requested.
  • Accurately handle all company-related expenses in a timely manner to ensure proper reimbursement.
  • Prepare written reports and communication to internal and external business partners.
  • Handle routine requests and administrative matters for Executives and Departments.
  • Schedule audio and/or visual conferences using WebEx, MS Teams, Zoom, or other software.
  • Maintain the electronic filing system according to the company's document control standards and procedures.
  • Build and maintain strong business relationships with clients on behalf of the leadership team.
  • Provide personal support as needed.
  • Travel Arrangements: Obtain flight options, book flights, hotel, registrations, car rental, shuttle service, car service, and prepare travel files.
  • Negotiate discounted rates with hotels and other vendors when appropriate.
  • Arrange and coordinate visa applications, foreign exchange (if required), and prepare necessary documentation for travel.
  • Conduct research in preparation for leadership team members' engagements and meetings as needed.
  • Manage information flow in a timely and accurate manner.
  • Create marketing-related materials, such as slides for clients.
  • Assist with the planning of company events, meetings, and employee team-building activities or special projects.
  • Manage office facilities and office support team.
  • Act as a point of contact among all executives, associates, clients, and other external partners.
Requirements:
  • A related tertiary qualification (diploma/degree) is preferred.
  • 3-5 years proven Executive support experience gained on C-suite exec level.
  • Experience gained within the financial services/management consulting/legal/corporate environment is highly advantageous.
  • Excellent MS Office skills, particularly with MS Powerpoint, highly proficient in MS Outlook (including MS Teams), Word, Excel, and PowerPoint.
  • Experience working on Mac would be advantageous.
  • Proven commitment to the highest level of customer/client service and confidentiality.
  • Good first-line managerial skills.
  • Flexible and able to deal with change.
  • Able to prioritize and manage multiple projects.
  • Knowledge of all aspects of hosting an audio and/or visual meeting, including facilitation of meeting as the host, recording of session, operator assistance, etc.
  • Driver's license and own transport is essential.