Highly Proficient Executive Support Specialist

3 weeks ago

Sandton, South Africa Capital Recruit Full time

**Job Summary**

We are seeking a skilled Executive Support Specialist to provide comprehensive support to our Executive team. The ideal candidate will be responsible for managing complex schedules, coordinating high-level meetings, and ensuring the smooth operation of daily activities. This role requires exceptional communication skills, attention to detail, and the ability to work efficiently in a fast-paced environment.

Key Responsibilities:

  • Calendar Management: Schedule and manage appointments, meetings, and conference calls for the Executive team.
  • Coordinate travel arrangements, including flights, accommodations, and transportation.
  • Communication: Screen and manage incoming emails, phone calls, and correspondence.
  • Draft and edit emails, reports, memos, and other documents on behalf of the Executive team.
  • Maintain clear and organized records of all communications.
  • Meeting Coordination: Prepare meeting agendas, materials, and presentations as required.
  • Attend and record minutes during Executive meetings, ensuring timely distribution.
  • Coordinate logistics for meetings, including room bookings and catering.
  • Information Management: Manage and maintain confidential files and documents, ensuring accessibility and security.
  • Conduct research and gather information as needed for projects and reports.
  • Maintain contact databases and update relevant information regularly.
  • Travel and Expense Management: Process and reconcile travel and expense reports for the Executive team.
  • Monitor and track expenses to ensure they align with the budget.
  • Administrative Support: Handle general administrative tasks such as photocopying, filing, and data entry.
  • Assist with special projects and initiatives as requested by the Executive team.
  • Prioritize and manage multiple tasks simultaneously to meet deadlines.
  • Confidentiality: Maintain the highest level of confidentiality when handling sensitive information.
  • Relationship Management: Build and maintain positive relationships with internal and external stakeholders.
  • Act as a liaison between the Executive team and other team members.

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