Executive Assistant to Managing Director

2 weeks ago

Southern Suburbs, South Africa MVIA Full time

**Responsibilities**:

- Assist MD: Provide support with various projects, and administrative support including scheduling meetings, follow-ups and preparing necessary documents.
- Coordinate Project Activities: Facilitate communication with various projects, ensuring everyone is aware of their responsibilities and deadlines.
- Track Project Progress: Maintain project schedules and timelines, updating them as necessary to reflect changes or delays.
- Prepare Reports: Generate progress reports and status updates for project managers and stakeholders, highlighting key milestones and any issues that need attention.
- Manage Documentation: Organize and maintain project documentation, including contracts, agreements, and other relevant materials.
- Arrange Meetings: Schedule and coordinate meetings, prepare agendas, and take minutes during meetings as needed.
- Communicate and meet with Stakeholders: Serve as a point of contact for stakeholders, providing them with updates on project status and addressing any concerns they may have.
- Support Team Collaboration: Foster collaboration among project team members, facilitating communication and cooperation to ensure project goals are met.
- Handle Logistics: Coordinate logístical aspects of projects, such as procuring necessary resources, booking venues, and arranging transportation.
- Collaborating with other members of the executive team and administrative staff to ensure alignment and support across the organization.

**Qualifications and Requirements**:

- Bachelor's degree in business administration, project management, or a related field (preferred).
- Proven experience in an administrative or coordination role, preferably in a project management environment.
- Strong organizational and multitasking skills, with the ability to prioritize tasks effectively.
- Excellent communication skills, both verbal and written, with the ability to interact professionally with team members and stakeholders.
- Proficiency in project management software and Microsoft Office suite (e.g., Excel, Word, PowerPoint).
- Attention to detail and accuracy in all tasks.
- Ability to work independently as well as part of a team.
- Flexibility and adaptability to changing project requirements and priorities.
- Presentable, go getter and able to implement.

**Working Conditions**:

- Occasional travel may be required to support project-related activities

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