Executive Assistant

PURPOSE OF ROLE

The Executive Assistant provides comprehensive administrative support to the Managing executive and the department and is required to handle various administrative, logistical and financial tasks. The role involves obtaining and managing cash flow updates from subsidiaries, coordinating international and national assignments, handling procurement functions, and ensuring effective stakeholder engagement. The role requires a high level of organization, document control, and integrity.

KEY PERFORMANCE AREAS

Administrative Support

1. Provide administrative support to the executive and assist with any other divisional needs as required.
2. Prepare presentations, meeting agendas, and other required documents.
3. Attend meetings, take minutes, and ensure follow-up actions are completed.
4. Assist in coordinating divisional activities, ensuring deadlines and deliverables are met.
5. Communicate with various departments to facilitate collaboration and execution of tasks.
6. Work efficiently within the company’s ERP system, including booking hours, raising purchase requisitions, and managing related follow-up.

Calendar Management

1. Schedule and manage appointments, meetings, and events for the executive.
2. Coordinate internal and external meetings, ensuring effective time management.
3. Prioritise urgent matters and adjust the calendar as necessary.

Correspondence

1. Draft and proofread correspondence, reports, and presentations.
2. Screen and direct inquiries appropriately while maintaining professionalism.

Personal Assistance

1. Occasionally assist with personal errands and responsibilities, as directed by the executive.
2. Manage personal appointments, reservations, and other requests.

Travel Management

1. Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries.
2. Prepare travel documents, ensuring everything is in order for smooth business trips.

Qualification And Experience

1. Grade 12 with additional formal training in business administration or related field.
2. Minimum 5 years proven experience as an executive assistant or similar role in a project-oriented environment.

COMPETENCIES

Knowledge

1. Strong working knowledge of Microsoft Office suite.
2. Knowledge of company policies, procedures, and procurement processes.
3. Knowledge of ERP systems for booking hours and managing purchase requisitions.
4. Knowledge of international and national travel regulations and requirements.

Skills

1. Good technical report writing skills.
2. Ability to prioritise tasks and work effectively under pressure.
3. Strong ability to manage multiple tasks and deadlines efficiently.
4. Ability to handle complex timelines, multiple stakeholders, and ensure projects stay on track.
5. Strong written and verbal communication with a professional and approachable demeanour.
6. Efficient problem-solving and query resolution.
7. High attention to detail (accuracy and thoroughness in completing tasks).
8. Ability to build relationships with colleagues, clients, and other stakeholders.

Behaviours

1. High level of integrity and reliability.
2. Trustworthy and reliable with confidential information.
3. Ability to operate under pressure, must be a fast and accurate worker who is results driven.
4. Ability to work independently.
5. Proactive approach to work.
6. Adaptability to changing priorities.
7. Effective team collaboration.
8. Problem solving ability.
9. Flexibility to work beyond regular hours when required.
10. Ability to work in a fast-paced and dynamic environment.
11. A very strong team player.

Should you not hear from us within 21 days of the closing of the advert, kindly regard your application to have been unsuccessful.