Personal Assistant to CEO

1 week ago

Cape Town, South Africa HG Travelling Services Full time

HG Travelling Services is looking for a Personal Assistant to provide support to the CEO by effectively managing schedules and performing a variety of responsibilities, including complex and confidential administrative, secretarial, analytical and research duties. The duties performed require considerable confidentiality, initiative, tact, mature, and independent judgment. The CEO is looking for a strong support structure that will support him in balancing his work and personal life demands. In this role you will ensure the CEO is focusing on the right detail, by managing his schedule, attending meetings, and following up with action items to ensure the business is operating at a high level of efficiency.

To be successful in this role you will need to be the following type of person:

- Highly organised, with high attention to detail.
- Aim to serve with a personalised touch.
- Great communicator, who easily communicates with different stakeholders without being verbose.
- Savvy with technology and enjoy automating processes.
- Great multitasker that adjusts quickly to changing priorities and conditions.
- Thrive in a fast-moving and complex organisation.
- Possess a strong willingness to work hard and sometimes long hours to get the job done.
- Your roles and responsibilities:

- Provide administrative, organisational, and scheduling structure and support.
- Prepare a variety of reports, including attending meetings to gather information.
- Initiate and respond to written and verbal correspondence, including composition, editing, and distribution.
- Create and maintain a system for organising and storing both electronic and hard-copy information and records and implement record retention policies and procedures.
- Follow up on sensitive complaints and inquiries.
- Act as liaison between managers or the internal and external stakeholders including the public and represent and communicate issues and directives.
- Maintain appointment schedules and calendars, provide reminders as appropriate, and coordinate travel arrangements.
- Coordinate and organise meetings, including notification to prospective attendees, set-up, pre
- and post-meeting correspondence, meeting minutes and records, and any required follow up.
- Follow up on assignments given to management staff and provide status reports to CEO.
- Participate in management contract negotiation strategy planning meetings, preparing draft proposals for management, providing clerical support during contract negotiation sessions, and following up on items discussed as appropriate.
- Perform special projects and other duties as assigned, including running personal errands on behalf of the CEO
**Requirements**:

- Professional
- Highly effective and organized
- Self-sufficient and can work independently
- Will be working with confidential information so must be ethical and trustworthy
- Strong administratively
- Have own car and license
- Professional and great communication
- Advanced excel
- Assertive and polished
- Calm under pressure
- Quick learner and drive to grow and develop
- Resilient
- Proactive and shows initiative
- Outgoing and sociable with a good sense of humor.

**Job Types**: Full-time, Permanent

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