Executive Personal Assistant | Centurion
Our client is a financial services company and provider of healthcare, insurance and investment solutions in South Africa and is looking for a candidate to take on the role as a Executive Personal Assistant. You will need to ensure the smooth running of the business by providing effective administrative assistance to several senior professionals and executives. Assist the team with their day-to-day administrative activities, including anticipating and interpreting their requirements in terms of process management, project work and data management.
Requirements
Duties & Responsibilities:
Competencies
- Grade 12 / NQF Level 4 Qualification.
- Diploma in Business Administration or Secretarial will be an advantage.
- 3-4 years' relevant experience (essential).
- Exposure to supporting a manager or team within a large corporate (desirable).
- Highly proficient in MS office (excel, Word and PowerPoint).
Duties & Responsibilities:
- Handle all administrative and secretarial activities (Internal Process).
- Coordinate all the day-to-day executive functions on behalf of the executive management team and their respective teams.
- Provide personal administrative and logistical support to the executive and their teams.
- Arrange detailed travel arrangements and compile all the relevant documentation for travel-related meetings.
- Pro-actively screen incoming calls, correspondence and respond independently where possible and when needed.
- Capture all training on relevant systems.
- Co-ordinate all the components (logistics, catering, agenda points ) of events, meetings and functions within budget and specifications.
- Provide secretarial support (agenda, minutes, action plans etc.) for the preparation and successful execution of meetings.
- Assist with on and off boarding of employees.
- Keep the teams' data and organograms updated.
- Proactively manage, coordinate and maintain the diary of executives and team members.
- Coordinate all aspects of meetings, workshops and functions (venue logistics, catering, agenda points etc.) according to manager’s requirements, and within budget.
- Report faults and housekeeping issues to the service provider, ensure prompt resolution, and manage office supplies efficiently.
- Accurately escalate client complaints and queries to the relevant department.
- Ensure files and relevant information are kept in order and easily accessible.
- Collate, compile and distribute executive packs for important meetings, with a high level of detail orientation to ensure accuracy.
- Add to the executives' efficacy by facilitating ad hoc personal matters efficiently and with high levels of confidentiality.
- Participate and contribute to a culture which builds rewarding relationships, facilitates feedback and provides exceptional client service.
- Build and sustain productive collaborations with colleagues and stakeholders.
- Contribute to continuous innovation through the development, sharing and implementation of new ideas.
- Take ownership for driving own career development.
- Prepare, validate, and process invoices for approval and payment in the procurement system.
- Identify solutions to enhance cost effectiveness and increase operational efficiency.
- Manage financial and other company resources under your control with due respect.
Competencies
- Verbal and written communication skills.
- Problem-solving skills.
- Planning and organising skills.
- Interpersonal skills.
- Professionalism.
- Confidentiality.
- Typing skills.
- Relevant business system (preferred).
- Computer literacy.
- Knowledge of Microsoft Office.
- Budget management.
