Executive Assistant

**_JOB TITLE: _**_Executive Assistant_**_
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**_DEPARTMENT: _**_Head Office**_REPORTING TO: _**_HR Director MEA_

**_LOCATION: _**_Johannesburg_

**_ADDITIONAL INFO: _**_Limited travel will be required_

**_PURPOSE OF POSITION_**
- The Executive Assistant will provide high-level administrative support to the _Managing Director, Financial Director and Human Resources Director at Gilbarco Veeder - Root MEA._ The Executive Assistant provides executive support in a one-on-one working relationship. They also serve as a liaison to the board of directors and EXCO members; organises and coordinates executive outreach and external relations efforts, and oversees special projects. The ideal individual will have the ability to exercise good judgment in a diversity of situations._**_KEY RESPONSIBILITIES_**
- _Manage the Executive’s electronic diary by scheduling meetings and appointments, assessing priority and rearranging as necessary._
- _Manage sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting the operations of the company at Executive level._
- _Minute taking in EXCO meetings and filling in for the MD in low value meetings_
- _Interact with the board of directors_
- _Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects and other documents in support of objectives for the organisation._
- _Manage the Executives’ travel arrangements i.e. logistics and visas and to ensure flights and accommodation are booked timely._
- _Manage the Executives’ agenda for local and international business trips
- _Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff._
- _Draft and prepare correspondence for internal announcements, board meetings, and organisations that the executive is involved with._
- _Maintain records of the Executives’ contacts._
- _Prepare expense reports and l_oad relevant data on ERP systems_
- _Lead special organisational projects and complete any other adhoc projects as assigned_
- _Any other duties as may reasonably be required by the Executives._

**_DELEGATION OF AUTHORITY
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- As per the DOA_

**_POSITION RELATIONSHIPS
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**_Internal
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- _EXCO
- _Procurement_
- _HR Department
- _Employees
- _Regional and global executive members_

**_External_**
- _Clients
- _Board of Directors
- _Board of Trustees_

**_MEASURES OF PERFORMANCE (INDICATORS)_**
- **_Leading:_**
- Accuracy of agendas, meeting minutes, pre-meeting briefings etc.- Bookings scheduled timely-
- **_Lagging:_**
- Smoothness of meetings/appointments_
- Successful event/travel planning_

**_PERSONAL QUALIFICATIONS & EXPERIENCE
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**_Education/_**_achievements
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- _Matric_
- _Business Management Diploma/Degree or equivalent_
- _Post graduate Degree/Diploma or equivalent (preferred)_

**_Experience/ Knowledge_**
- _5+ years of related experience
- _EA level experience in a fast-paced environment_
- _Advanced Microsoft Office_

**_Specific Skills_**
- _Business sense - has a strong business sense and can decipher priorities and make sound judgments._
- _Ability to think outside the box with a sense of urgency._
- _Commitment to excellence - perform duties at the highest level possible on a consistent basis._
- _Excellent communicator - able to interact with people at all levels in a confident, professional manner._
- _Demonstrate ability and temperament to work with sensitive information._
- _Team player - have team-oriented experience and approach._
- _Service excellence - dedicated to meeting the expectations of the EXCO by maintaining effective relationships with interested parties_

**_ROLE SPECIFIC COMPETENCIES & BEHAVIOURS_**

**_Customer Driven
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- _Gains insight into customer needs._
- _Identifies opportunities that benefit the customer._
- _Builds and delivers solution that meet customer expectation._
- _Establishes and maintains effective customer relationships._

**_Collaborative_**
- _Works cooperatively with others across the organization to achieve shared objectives._
- _Represents own interest while being fair to others and their areas._
- _Partners with others to get work done._
- _Credits others for their contributions and accomplishments._
- _Gains trust and support of others._

**_Inclusive
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- _Seeks to understand different perspectives and cultures._
- _Contributes to a work climate where differences are valued and supported._
- _Applies others’ diverse experiences, styles, backgrounds, and perspectives to get results.
- _Is sensitive to cultural norms, expectations, and ways or communicating._

**_Accountable
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- _Follows through on commitments and makes sure others do the same._
- _Acts with a clear sense of ownership._
- _Takes personal responsibility for decisions, actions and failures._
- _Establishes clear responsibilities and processes for monitoring work and measuring result