Executive Assistant

Vacant Position: Executive Assistant

Location: Midrand

Reference Number: PNF-JHB–EXE-001

Purpose:

To provide a range of administrative support services to the Director and promote efficient delivery of services and, where applicable, effective management of the Business Development office. To also maintain high standards of professionalism, efficiency, personal communication, discretion and confidentiality.

Qualifications/Experience:

• PA or Office Administration qualification.
• Finance qualification will be an added advantage.
• 3-5 years’ experience as an Executive or Personal Assistant.
• Previous work experience as an Executive Assistant or PA in EPC industry will be an added advantage.
• Excellent communication skills (written and verbal).
• Extremely detail-oriented to ensure accuracy and quality across all tasks.
• Excellent people skills.
• Creative problem solving.
• Must be flexible and willing to work extra time during busy times.
• Must demonstrate a can-do attitude.
• Must be able to complete tasks thoroughly and accurately, sometimes with little direction.
• Previous experience in handling travel arrangements.
• Ability to read and interpret various documents.
• Ability to speak effectively among executives, clients, customers, and employees.
• Ability to resolve complex administrative problems independently and perform tasks that are diverse and advanced.
• High level of interpersonal skills to interact with co-workers and executives.
• Ability to problem solve and follow through on a variety of tasks.
• Ability to work on business and personal items interchangeably.
• Demonstrate the highest level of ethics and ability to maintain confidentiality at all times with all situations and documentation.
• Must have a reliable vehicle or automobile.
• Knowledge of standard software packages of Microsoft and the ability to learn company-specific software if required.

Required Outputs and Responsibilities:

• Assist in managing and organising the Executive’s calendar or diary by scheduling appointments, meetings, engagements, and daily activities, including running errands.
• Manage and coordinate travel for both business and personal arrangements.
• Assist in screening calls, email, transmittals, and visitors.
• Prepare agendas, attend meetings, and transcribe correspondence from handwritten notes.
• Assist the Executive in following up with action on matters which fall within the Executive’s office – chasing responses, triggering follow-up action.
• Coordinate onsite meetings, lunches, coffees, and in-house events.
• Maintain Executive’s office systems, including data management and filing.
• Maintain records of Executive’s contacts.
• Manage arrangements for Steering Committees/Operations meetings, including preparing and distributing the agenda and meeting packs.
• Coordinate the hosting of in-house events.
• Perform a variety of office and personal errands.
• Responsible for any other duties as may reasonably be required by the Executive.
• Conduct ad-hoc research as and when required.

Personal Attributes:

Ethics

• High regard for confidentiality.
• Works with integrity.
• Upholds organizational values.

Dependability

• Follows instructions;
• Responds to management direction;
• Results oriented and committed to achieving objectives and tasks as required.

Teamwork and Collaboration

• Exhibits objectivity and openness to others’ views;
• Gives and welcomes feedback;
• Contributes to building a positive team spirit.
• Communicates effectively.

Professionalism

• Approaches others in a tactful manner;
• Reacts well under pressure;
• Treats others with respect and consideration;
• Accepts responsibility for own actions.

Organizational Support

• Follows policies and procedures;
• Completes administrative tasks correctly and on time;
• Supports organization’s goals and values.

Quality Management

• Looks for ways to improve and promote quality;
• Demonstrates accuracy and thoroughness.

Should you see yourself advancing in an exciting company such as Proconics, forward your CV stating the reference number as well as the name of the position in the subject line to:

Email: recruitment@proconics.co.za

Closing date: 09 March 2025

Internal candidates to specify internal on their application.

Feedback will be given to shortlisted candidates.