Executive Personal Assistant

Our client in the advertising industry, based in Johannesburg, is looking to employ a vibrant Executive Personal Assistant / Office Manager to join their dynamic team. An exciting career opportunity awaits you!

POSITION INFO:

MINIMUM REQUIREMENTS:

1. Matric / Grade 12.
2. 2-3 Years of experience in office / project management.
3. Marketing / Advertising industry or similar experience / exposure advantageous.
4. Hands-on experience with office machines and equipment.
5. Advanced computer skills, with an aptitude to learn new systems and procedures.
6. Strong people skills and interpersonal skills.
7. Organizational and time-management skills.
8. Exceptional attention to detail.
9. High degree of flexibility, and excellent multitasking ability.
10. Ability to maintain confidentiality of company information.
11. Analytical abilities.

JOB DUTIES:

Office Administration:

1. Oversee and maintain office equipment for uninterrupted function, identify needs and acquire supplies, manage vendor relationships, insurance and coordinate deliveries when required.
2. Manage company subscriptions, licensing, insurance claims.
3. Manage all aspects of space / infrastructure planning (ex : moves, additions, changes to workstations) and provide answers, resources, and solutions when requested.
4. Works with HR to ensure efficient and conducive office environment.
5. Oversees guest experience, sorts mail and answers direct phone calls.
6. Assists with planning all in-house or off-site activities of the agency.

CEO & Group MD Support:

1. Scheduling meetings: Coordinating dates, times, and locations for business and personal meetings and proactively anticipate scheduling conflicts to optimize time management.
2. Managing personal documentation: Handling important documents, such as contracts, legal papers, or personal correspondence.
3. Answering emails and phone calls: Managing communication on behalf of CEO and Group MD, including filtering and prioritizing messages.
4. Serve as the primary point of contact for internal and external stakeholders.
5. Event organisation: Planning and coordinating events, from intimate gatherings to large-scale parties, including venue selection, catering, and guest management.
6. Preparing reports: Compiling information and preparing reports for personal or business use.
7. Making travel arrangements: Booking flights, hotels, and transportation and creating detailed travel itineraries.
8. Running some personal errands as and when needed.
9. Healthcare coordination: Managing medical appointments, liaising with healthcare providers, and ensuring prescriptions are filled.
10. Childcare arrangements: Coordinating schedules for children, including school, extracurricular activities.
11. Vehicle maintenance: Arranging for car servicing, repairs, insurance claims and ensuring vehicles are kept in good condition.

Please note should you not receive a response within two weeks of applying you may assume that your application was unsuccessful.