Executive Support Specialist

1 month ago

Sandton, South Africa Capital Recruit Full time
Job Summary:

We are seeking a highly organized and detail-oriented Executive Support Specialist to provide comprehensive support to our senior leadership team. The ideal candidate will be responsible for managing complex schedules, coordinating meetings, handling confidential information, and ensuring the smooth operation of daily activities.

Key Responsibilities:

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

Qualifications and Requirements:

  • Education: Bachelor's degree preferred.
  • Experience: Proven experience as an executive assistant or in a similar role.
  • Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), excellent communication and interpersonal skills, strong organizational and time-management abilities, discretion, and the ability to handle sensitive information with professionalism.

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