Executive Support Specialist

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 COO.

Key Responsibilities:
  • Manage calendars, emails, and diary management for the COO
  • Organize meetings, events, and luncheons, including reserving conference rooms and arranging for catering
  • 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 company document control standards and procedures
  • Build and maintain strong business relationships with clients on behalf of the leadership team
  • Travel Arrangements: Obtain flight options, book flights, hotel, registrations, car rental, shuttle service, car service, and prepare travel files
  • Arrange and coordinate visa applications, foreign exchange, and prepares all necessary documentation for travel
  • Conduct research in preparation for leadership team members engagements and meetings
  • Manage information flow in a timely and accurate manner
  • Assist with the planning of company events, meetings, and employee team building activities or special projects
  • Management of the office facilities and office support team
Qualifications and Skills:
  • 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 in particular 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


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