Executive Assistant

1 month ago

Johannesburg, Gauteng, South Africa Ogilvy Full time

About Ogilvy South Africa

Ogilvy South Africa is a leading creative agency with a rich history of delivering impactful and award-winning campaigns for our clients. We are a team of passionate individuals driven by creativity, innovation, and a commitment to excellence.

About the Role

We are seeking a highly skilled and experienced Executive Assistant to provide comprehensive administrative and operational support to key members of the Ogilvy Exco. The ideal candidate will be a proactive problem-solver with exceptional organizational skills, a keen eye for detail, project management capabilities, and the ability to thrive in a fast-paced environment.

Key Responsibilities:

  • Diary Management: Proactively manage the calendars, scheduling internal and external meetings, appointments, and travel arrangements.
  • Meeting Coordination: Coordinate and prepare for meetings, including agenda creation, document preparation, and minute-taking.
  • Communication: Manage incoming and outgoing correspondence, ensuring timely and professional communication.
  • Travel & Expense Management: Arrange and coordinate complex travel itineraries, including flights, accommodation, and transportation. Process expense reports accurately and efficiently.
  • Project Support: Provide administrative support on key projects, including research, data entry, and presentation preparation.
  • Stakeholder Management: Build and maintain strong relationships with internal and external stakeholders, including senior management, clients, and vendors.
  • Office Management: Assist with general office administration tasks, such as ordering supplies, managing invoices, and maintaining office equipment.
  • Confidentiality: Handle sensitive information with discretion and maintain strict confidentiality at all times.

Desired Skills and Experiences:

  • Senior Stakeholder Management: Proven ability to interact effectively and build strong relationships with senior executives, clients, and external partners.
  • Exceptional Communication Skills: Excellent written and verbal communication skills, with the ability to communicate clearly, concisely, and professionally at all levels.
  • Advanced Organizational & Time Management Skills: Highly organized and detail-oriented, with the ability to prioritize tasks, manage multiple deadlines, and work effectively under pressure.
  • Proficiency in MS Office Suite: Advanced proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
  • Discretion and Confidentiality: Ability to handle confidential information with discretion and maintain a high level of professionalism.
  • Proactive and Solution-Oriented: Anticipate needs, take initiative, and proactively identify and resolve issues.
  • Team Player: Collaborative and team-oriented, with a willingness to support colleagues and contribute to a positive work environment.
  • Passion for the Creative Industry: A genuine interest in the advertising and marketing industry is highly desirable.
  • Flexibility: Ability to work flexible hours, including occasional evenings and weekends, as required.

Role Requirements:

  • Experience: Minimum of 5 years of experience as an Executive Assistant or in a similar role, preferably within a creative agency or fast-paced environment.
  • Education: A tertiary qualification will be advantageous

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