Permanent - Executive Assistant to Managing Director - Johannesburg - South Africa

Permanent - Executive Assistant to Managing Director - Johannesburg - South Africa

Job Title: Executive Assistant to Managing Director

Computer Skills: Syspro, MS Office

Industry: Interior Decorating

City: Johannesburg

Province: Gauteng

Job Description:

The basic responsibilities include, but are not limited to, the following:

Key Responsibilities:

• Daily activities: Assist MD with all daily activities related to his duties. Constant communication and aligning with MD’s requirements. Take instruction and dictation, type and create documentation for MD to sign as agreed.
• Travel Management: Arrange and coordinate domestic and international travel, including flights, accommodation, visas, and itineraries.
• Diary Management: Maintain and manage the Director’s schedule, ensuring all appointments, meetings, and engagements are organized efficiently.
• Office Coordination: Oversee the Director’s office operations, including correspondence, document preparation, and meeting materials.
• Remote Support: Provide administrative support remotely, ensuring smooth operations and communication while the Director is away from the office.
• In-Office Presence: Provide in-person support at the office in Sandton when the Director is in Johannesburg, ensuring seamless in-person support.
• Project Assistance: Assist with ad hoc projects, presentations, and reports as required.
• Stakeholder Management: Act as a key point of contact between the Director and internal/external stakeholders, maintaining professionalism and confidentiality.
• General Administration: Handle expense reports, office supplies, and other administrative duties as needed.
• Private life management: Collate, manage and maintain accurate reconciliation of all MD’s accounts. Researching, understanding of and ensuring that the MD’s statutory requirements are met, assist and manage requirement of MD personal home and repairs and maintenance of the property in his absence from Johannesburg. Sales: prepare and execute quotations, sales orders, confirmations for key clients handled directly by the managing director.
• Filing: Accurately maintain all filing, both paper and electronic at all times.

Minimum Requirements:

• South African citizen and ID, residing in Johannesburg.
• Matric essential (Preference will be given to a candidate with related tertiary education).
• Current, valid, legal South African driver’s licence and reliable transport.
• Min 10 years PA/Executive Assistant experience in managing the activities of a busy managing Director (including shorthand, travel bookings etc.).
• Excellent communication skills at all levels and have excellent command of the English language including spelling, grammar and punctuation.
• Highly computer literate, and exceptional advanced proficiency in MS Office.
• Knowledge of Office Management Systems and procedures.
• Strong personality and ability to hold conversation with Director’s guests and visitors.
• SYSPRO experience is advantageous.
• Exceptional discretion and confidentiality, attention to detail and accuracy is essential and necessary, and all tasks must be carried out to the highest standards.
• Set a personal example for yourself and others in areas of personal character, organisational skills, commitment and work habits etc.