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Executive Assistant to Directors

2 months ago

Cape Town, Western Cape, South Africa Cognia Law Full time
Company Overview

Cognia Law is a leading law company that seamlessly extends corporates, banks, and law firms' legal capability to deliver sustainable outcomes. Our goal is to connect the legal sector, moving it from a siloed approach to integrated partnerships.

We help in-house legal teams by bringing simplicity to complex matters and replacing broken procedures with efficient processes. Our team, partners, clients, and communities thrive together with people at the heart of what we do.

We encourage our people to bring their whole self to work and focus on enabling them to realise their full potential.

Job Summary

The Personal Assistant to Directors will play a crucial role in ensuring the smooth operation of the directors' schedules and activities. This position requires a highly organised and proactive individual who can manage multiple tasks and priorities efficiently.

The ideal candidate will have exceptional communication skills, a keen eye for detail, demonstrated ability to multitask, and the ability to handle confidential information with discretion.

Key Responsibilities
  • Diary Management: Efficiently manage the complex calendars of 4 Directors, scheduling meetings and appointments both locally and internationally. Ensure all calendar entries are up-to-date and conflicts are resolved promptly.
  • Travel Arrangements: Organise comprehensive travel itineraries, including flights, accommodations, transportation, and visas. Handle last-minute changes and ensure all travel-related documents are in order.
  • Meeting Coordination: Book meeting rooms, arrange catering, and ensure all necessary materials are prepared. From time to time, take minutes during meetings and follow up on action items.
  • Facilities Management: Oversee the management of office facilities, ensuring a smooth and efficient working environment. Coordinate with vendors for office supplies and maintenance.
  • Special Projects: Assist with special projects as assigned by the directors. This may include research, event planning, and other ad-hoc tasks.
  • Communication: Act as the first point of contact for the directors, including screening calls. Maintain confidentiality and handle sensitive information with discretion.
  • Document Management: Prepare, edit, and format documents, presentations, and reports. Ensure all documents are filed and organised systematically.
  • Event Planning: Assist in planning and organising company events, conferences, and team-building activities.
  • Relationship Management: Build and maintain positive relationships with internal and external stakeholders, ensuring effective communication and collaboration.
Requirements

The requirements for the role include the following:

  • Proven experience in an administrative or personal assistant role, preferably supporting multiple senior executives.
  • Experience in supporting international executives and organising their meetings, ensuring enough travel time, predominantly in the UK.
  • Exceptional organisational skills with attention to detail.
  • Exceptional communication abilities, both written and verbal.
  • Ability to multitask effectively in a fast-paced environment.
  • Excellent proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Ability to handle confidential information with integrity and discretion.
  • Strong problem-solving skills and the ability to anticipate needs.
  • Flexibility and adaptability to changing priorities and demands.
  • Professional demeanour and approach to work.