Executive Assistant

2 weeks ago

Johannesburg, Gauteng, South Africa H2R Africa Full time
Job Title: Professional Assistant

We are seeking a highly organized and proactive Professional Assistant to support our clients executive team in a dynamic financial institution. The ideal candidate will have exceptional administrative skills, a keen eye for detail, and the ability to manage multiple tasks efficiently.

Job Purpose:
  • To provide a highly professional, competent, and proactive administrative service to the executive team.
  • To act as the liaison for the executive team and manage internal and external stakeholders.
  • To establish and maintain the highest levels of professionalism in the teams portfolio.
  • To assist with the execution of all administrative tasks, duties, and general administration to enable the executive team to optimize time management and execute their roles efficiently.
Key Responsibilities:
  • Providing a full range of corporate secretarial support.
  • Coordinating and arranging all stakeholder and internal meetings and dates.
  • Preparing documentation for relevant committees or structure meetings (Minutes, Agendas, presentation packs, and Ad hoc items).
  • Liaising with other administrators (internal and external) to manage diaries.
  • Preparing and finalizing agendas and documents for all meetings.
  • Preparing and finalizing minutes of all meetings.
  • Tracking and following up on actions.
  • Dealing with queries and requests from stakeholders.
  • Assisting with the preparation of various reports for the company Council.
  • Collating and circulating meeting documentation.
  • Keeping the filing system and server updated with the latest documentation daily.
  • Proactively following up on action items arising from different forums.
  • Developing, building, and maintaining strong relationships with internal and external stakeholders.
  • Planning and coordinating travel, accommodation, and meetings.
  • Ensuring the coordination and follow-up of various activities.
  • Proactive diary management and support for executives.
  • Arranging travel for Executives and the relevant company team.
  • Keeping track of business expenses and submitting them promptly.
  • Conducting ad hoc research.
  • Liaising at all levels internally and externally.
Requirements:
  • A relevant tertiary qualification would be advantageous.
  • 3-5 years of experience in a similar role.
  • Strong proficiency in MS Office applications, with advanced skills in Microsoft Excel, Microsoft PowerPoint, and Microsoft Word.
  • Excellent communication skills (verbal and written).
  • Strong planning and organizing abilities.
  • Proficient in relationship-building and interpersonal skills.
  • Ability to work independently and collaborate with others.
  • Ability to build credibility and trust.
  • Ability to analyze problems and make decisions.
  • Ability to work under pressure.
  • Diligent and with excellent attention to detail.
  • Good interpersonal skills.

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