Executive PA

3 days ago

Johannesburg, Gauteng, South Africa Boardroom Appointments Full time R900 000 - R1 200 000 per year


Minimum Requirements:

  • Matric Grade 12 (min requirement).
  • Qualification in office administration and / or secretarial or similar is preferential.
  • 5 - 9 years experience in an Executive PA Role.
  • Strong administrative background.
  • Computer Literate (min requirement MS Office packages).
  • Advanced skills in MS Word & Power Point presentations
  • Excellent verbal communication skills.
  • Excellent telephone as well as direct communication skills.
  • Excellent listening skills.
  • Always maintains professionalism.
  • Highly organized and neatly presented at all times.
  • Responsible and reliable.
  • Strictest attention to detail.
  • Outstanding time management skills.
  • Ability to work independently.
  • Must be able to work under pressure.

Responsibilities:

  • Gatekeeper for the Executive Team
  • Proactively and independently manage Executive diaries (Reminding the manager/executive of important meetings, tasks and deadlines).
  • Arrange meetings when required, follow up on meetings before they take place.
  • Screen and handle calls and queries.
  • Set up meetings (including phone and video conference meetings, as well as the coordination of times, venues, catering).
  • Reporting and Presentations
  • Assist with report and presentation production where required.
  • Co-ordination of submissions required for reporting (Board, Audit and Ad Hoc Reports).
  • Co-ordinate periodic follow-up meetings with various stakeholders on reported task/project progress.
  • Assist in compiling and proof-reading high level documents/ reports.
  • Print and distribute reporting to relevant stakeholders.
  • Event and Facility Management
  • Professional facilitation of boardroom bookings for functions, meetings and/or strategy sessions.
  • Assist with answering phones and welcoming visitors and clients in a manner which represents the Company in a good light.
  • Co-ordinate the set-up, catering and clean up for client and internal events and meetings.
  • Travel Management
  • Visa and Work Permit application co-ordination and management.
  • Managing all travel arrangement for Exec Team including flights, transportation and hotel bookings as well as ensuring best scheduling and best fares.
  • Expense claims and reporting.
  • Travel together with the Exec team as and when required.
  • Administration
  • Extensive Diary management for the Exec Team (Meeting dates for Exco & Other external stakeholders).
  • Take minutes of meetings when required.
  • Setting business meeting agendas.
  • Sending memos.
  • Reviewing incoming reports.
  • Sending of Executive memorandums and management.
  • Must be proficient in communication on a high level with CEOs of other companies.
  • Relationship Management
  • Telephone calls to be screened & messages taken.
  • Effective relations with employees, management and Ops to be established & maintained.
  • Appropriate communication methods to be selected & utilized.
  • General queries to be handled with a high level of customer service, responding timeously & referring the query to the relevant stakeholders if necessary.
  • Effective handling of matters in a professional and calm manner and ensuring follow up is done.
  • Effective relationships to be established with external stakeholders, such as the auditors, consultants & other.
  • Act as an office manager by keeping up with office supply inventory.
  • Ad Hoc
  • General office administration (Filing, scanning, shredding & photocopying and binding board packs).
  • Assist the relevant managers with ad hoc work.
  • Personal errands for the Exec Team as and when required.

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