General Office Executive Assistant

2 weeks ago

Cape Town, South Africa RJPersonnel Full time

3years
- Provide a full range of personal and executive secretarial support to the Directors including general administration work (as well as MD if required).
- Full management of Directors electronic diaries, organising meetings, assessing priority of appointments and reallocation as necessary.
- Manage Directors travel arrangements (including visas/accommodation) occasionally extending to teams if necessary.
- Process Directors correspondence, ensuring that incoming correspondence is dealt with by the Director or behalf of the Director, or other staff as appropriate.
- Maintain Directors office systems, including data management and filing.
- Maintain records of Directors contacts.
- Screen calls, enquiries and requests, and deal with them when appropriate.
- Assist Director in researching and following up with action on matters which fall within the Directors responsibility - chasing responses, triggering follow-up action.
- Produce documents, briefing papers, advanced excel reports and advanced Powerpoint presentations for the Directors.
- Organise meetings/conferences and ensure that Directors are well prepared. Preparing agendas, pre-meeting briefings, meeting papers and taking minutes.
- Provide extensive event management support from start to finish i.e.: venue allocation, event plan & concepts, budget management, handling logistics, branding & comms, programme delivery and event debriefing sessions.
- Work as part of a PA pool supporting the GM’s PA with business-critical projects as and when necessary.
- Occasional reception relief over unplanned periods if required, answering calls and meeting and greeting clients.

**Qualifications and Experience**:

- Grade 12 essential; a Tertiary Qualification in Business Administration and/or a PA Diploma preferred.
- 3 years proven work experience in an Executive PA position supporting several Directors.
- Proven track record of managing high profile company events.
- Self-motivated with a high level of integrity.
- Excellent interpersonal, communication, presentation, negotiation and reporting skills.
- Flexible working attitude, team player and able to work under a minimum supervision.
- A good deal of common sense, etiquette and an ability to think on one’s feet.
- Advanced computer literacy (MS Office, Excel, PowerPoint).
- Proven budget management skills an advantage.
- Professional telephone manner, use of discretion and confidentiality
- Proven ability to work under pressure.

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