Executive Assistant

The Job's Mission:

To provide executive assistance to the General Manager. We need someone that exhibits a professional and polished demeanor and fully understands the role of an executive PA. This role requires exceptional organizational skills, a keen eye for detail, and the ability to handle sensitive information with utmost confidentiality. The ideal candidate will be proactive, efficient, and capable of managing a diverse range of tasks in a fast-paced environment.

Key responsibilities

Administrative support

• Manage and maintain complex calendars.
• Coordinate complex scheduling and calendar management for the General Manager, including scheduling meetings, appointments, and travel arrangements, and providing comprehensive administrative support.
• Coordinate and prepare materials for meetings, presentations, and reports.
• Prepare and edit documents, letters, and reports with high accuracy.
• Capture, file, and retrieve corporate records, documents, and minutes of South African Leadership Team (SALT) meetings.
• Must have knowledge and experience in writing minutes for a statutory board meeting.
• Capture and process data using various software, including word processing, spreadsheets, and PowerPoint presentation software.

Project management

• Assist in the planning and execution of special projects and initiatives.
• Monitor project timelines, deliverables, and coordinate with various departments to ensure completion.
• Conduct research and gather information as required for projects and reports.
• Coordinate project completion by assigning work to appropriate staff, including the SALT, on behalf of the GM.
• Manage all aspects of organization’s office services. Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as the organization grows.
• Assist in the selection of vendors and to purchase equipment, services, and supplies necessary for the operation of the organization.
• Other projects/duties as assigned for the overall benefit of the organization.

Communication

• Serve as the primary point of contact between the General Manager and internal or external stakeholders.
• Draft, review, and distribute communications on behalf of the GM.
• Facilitate effective communication within the executive team and across the organization.
• Coordinate all SALT team meetings and retreats and assist with company meetings and events as needed.
• Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the GM and staff, demonstrating leadership to maintain credibility and trust.
• Support the SALT team with communication and culture messages.

Event Coordination

• Plan and organize executive events, meetings, and conferences, both onsite and offsite.
• Oversee travel logistics, handle bookings, flights, car hire, accommodation.
• Manage events planning including venue selection, catering, team communications and travel arrangements for attendees.
• Provide hospitality to all guests and help to create a welcoming environment, assist with catering and hospitality needs as requested.
• Work closely with events planning team to ensure smooth planning and execution of company events.

Confidentiality and Discretion

• Handle sensitive and confidential information with the highest level of discretion and integrity.
• Ensure compliance with company policies and procedures regarding confidentiality.

Office Management

• Oversee the day-to-day operations of the executive office.
• Work closely with the GM to keep well informed of upcoming commitments and responsibilities, following up appropriately.
• Anticipate GM’s needs in advance of meetings, conferences, and provide relevant support for the meetings to be successful.
• Manage office supplies, equipment, and facilities to ensure a well-functioning work environment.

Education and Experience:

• Bachelor’s degree or similar in Business Administration, Management, or a related field.
• Minimum of 5 years of experience as an executive assistant or in a similar role supporting senior executives.

Skills and Competencies:

• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to multitask and prioritize tasks effectively in a fast-paced environment.
• Strong problem-solving skills and the ability to anticipate needs.
• High level of professionalism and strong interpersonal skills.

Personal Attributes:

• Discreet and trustworthy, with a strong sense of integrity.
• Proactive and self-motivated with a positive attitude.
• Flexible and adaptable to changing priorities and demands.
• Effective communicator, energetic, and self-motivated.