Executive Personal Assistant to Managing Executive

Introduction

We are looking to recruit a Personal Assistant to work in the office of the Managing Executive for Clicks Retailers SA. The role will be based at Clicks Head Office in Woodstock, Cape Town and is a full-time on-site position.

Purpose

To efficiently execute and coordinate all office administration duties, communication and correspondence with stakeholders in order to provide the necessary support to the Managing Executive for Clicks Retailers SA whilst exercising tasks in a professional and confidential manner.

Job Objectives

1. To support the Managing Executive with diary and calendar management.
2. To execute all arrangements in a manner enabling the efficient functioning of the office.
3. To act as the primary point of contact for both internal and external stakeholders intending to engage with the Managing Executive.
4. To ensure effective and professional lines of communication/correspondence with all stakeholders.
5. To ensure the safekeeping and confidentiality of all documents.
6. To provide comprehensive administrative support to Senior Executives to ensure the seamless functioning of operations.
7. To coordinate, book and arrange travel.
8. To assist with personal requirements.
9. To coordinate meeting arrangements, minutes and ensure timeous follow up of all agreed to actions.
10. To coordinate the compilation of all monthly, quarterly and annual reports.
11. To prepare high quality MS Office documents (including PowerPoint, Word and Excel) as and when required.
12. To provide excellent customer service at all times.
13. To provide general office administration on time and efficiently.

Minimum Requirements

Job Related Skills

1. Ability to prioritise and manage time.
2. Good interpersonal skills.
3. Professional verbal and written communication skills.
4. Highly proficient in English.
5. Strong attention to detail.
6. Problem-solving ability.
7. Ability to persuade and handle conflict.
8. Ability to work independently and take initiative.
9. Professional approach.
10. Proficient in MS Outlook, Word, Excel, PowerPoint (essential).

Job Related Knowledge

1. Knowledge of SAP and processing purchase orders.
2. Knowledge of online travel bookings.
3. Knowledge of effective diary management.

Job Related Experience

1. At least 5 years’ secretarial service to an Executive/CEO or CFO (essential).
2. Experience in office administration (essential).
3. Experience in managing personal arrangements.
4. Valid driver’s licence (essential) and a car.
5. Ability to work late when required.

Education

1. Matric / Grade 12 (essential).
2. Diploma in administration or relevant qualification.

Job Related Competencies

1. Planning and organising.
2. Deciding and initiating action.
3. Writing and reporting.
4. Coping with pressures and setbacks.
5. Following instructions and procedures.
6. Delivering results and meeting customer expectations.
7. Persuading and influencing.