Executive Pa

2 weeks ago

Johannesburg, South Africa Joe Public Full time

Purpose of the role
An executive PA works closely with senior managerial or directorial staff to provide administrative support, typically on a one-to-one basis. The role helps managers optimise their time by handling secretarial and administrative tasks.
Key responsibilities
Day-to-day tasks Diary management. Arranging meetings with clients, employees, and teams as required. Managing and prioritising the schedule of direct managers and ensuring meetings are efficiently organised. Consulting with direct managers daily to maintain a clear itinerary. Allocating diary space for meeting preparation, travel, and debriefing when necessary.
Administrative support Maintaining a logical, up-to-date filing system for all documentation. Professionally answering telephone calls, filtering for the manager, and taking appropriate action in their absence. Collating relevant meeting minutes and documentation pre
Diary and time management Managing diary entries for the managing director and account management team. Coordinating diaries in collaboration with traffic. Ensuring detailed time-sheet entry and management. Arranging catering and refreshments for daily client meetings. Updating the team’s central filing system. Regularly updating the client list. Coordinating domestic and international travel, including itinerary creation. Ensuring travel invoices are approved, signed, and returned to the finance department.
Brand assist duties Driving client engagement by arranging client gifts (e.g., birthday gifts) and monitoring the gift budget. Organising and planning client functions hosted by Joe Public. Chasing outstanding invoices and purchase orders. Managing daily billings and providing monthly financial updates to the finance department. Ensuring monthly retainers are paid on time. Submitting quick turnaround briefs and job closure briefs.
Leadership responsibilities Encouraging collaboration within the team to inspire great work and a positive working environment. Providing cover and support to account executives when necessary. Maintaining strong client and employee relationships. Setting clear professional development goals (Joe Grow Goals) and working towards achieving them.
Minimum requirements
Qualifications Degree in advertising, branding, or marketing.
Experience A minimum of three years’ relevant experience. Ability to write comprehensive and insightful briefs. Sound knowledge of agency structures and processes.
**Skills Excellent computer skills, including proficiency in**: MS Word MS Excel MS PowerPoint MS Outlook Chase/Workbook Confident communication skills.

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