Executive Assistant

Kelly; Cape Town; On-site; ZAR 200,000 - 300,000; Full time

Job summary

A leading corporate firm in Cape Town seeks a dynamic Executive Assistant for a 6-month contract. The role involves managing executive calendars, strategic support for meetings, budgeting, travel coordination, and project management within a fast-paced environment.

Qualifications

• 3 years' experience in Secretarial/Executive Assistant role supporting Senior Leaders.
• Knowledge of financial management tools.
• Available immediately.

Responsibilities

• Coordinate/manage complex calendars for senior leaders.
• Prepare for meetings, presentations, reports.
• Manage and track expenses for senior leaders.

Skills

Initiative

Organised

Communication

Analytical

Education

NQF Level 7 (Diploma in Business Administration/Secretariat or related)

B. Comm Honours/CA (SA)

Tools

SAP

Oracle

Concur

Job description

SUMMARY
Are you a powerhouse of organisation, discretion, and initiative? A leading corporate firm is looking for a dynamic Executive Assistant to hit the ground running on a 6-month contract. If you thrive in a fast-paced environment and love being the right hand to top executives, this is your chance to make an impact where it matters most.

Our client is looking to employ an Executive Assistant - 3 Month Contract based in Cape

RESPONSIBILITIES



EXECUTIVE CALENDAR MANAGEMENT

• Coordinate/manage complex calendars for senior leaders, ensuring optimal time utilization.
• Schedule meetings, appointments, and events,

STRATEGIC SUPPORT

• Prepare for meetings, presentations, reports/ other business-critical events, including researching, analysing data/creating materials.

COMMUNICATION & STAKEHOLDER LIAISON

• Facilitate effective communication between leaders, teams/stakeholders, ensuring timely and accurate information exchange.
• Build/maintain relationships with internal/external stakeholders, including other executives, teams/vendors /

PROJECT COORDINATION AND MANAGEMENT

• Oversee/coordinate projects, ensuring timely completion, meeting expectations, and staying within budget
• Track progress, identify potential issues, and develop contingency plans.
• Take on special projects and tasks as assigned by senior leaders, including research, analysis, recommendations

PROCESS IMPROVEMENT

• Continuously evaluate/ improve processes, ensuring efficiency, effectiveness, and alignment with organizational goals
• Identify opportunities for automation, streamlining, and cost savings.

TRAVEL COORDINATION

• Ensure management of all the GM's office i.e. travelling, booking flights, hotels , transportation, communication/correspondence, diary management, administration, budgeting, filing, payments to ensures smooth running and adherence to corporate governance within the Division.
• Ensure compliance with company travel policies and procedures.

BUDGETING & EXPENSE MANAGEMENT

• Manage and track expenses for senior leaders /travel, entertainment, and other business-related expenditures.
• Develop and manage budgets for specific projects or initiatives, ensuring alignment with organizational financial goals.
• Identify areas for cost savings and implement strategies to optimize expenses

EVENT COORDINATION & PLANNING

• Manages/controls the procurement & inventory management of corporate merchandise for all the sales streams in Commercial including IBD
• Coordinate the deployment of such merchandize/promotional material to customer events and liaise with event management companies to ensure efficient application of the brand image

PROCUREMENT & INVENTORY MANAGEMENT

• Review, analyze / plan the requirement/ budget for office consumables by monitoring budget performance / variance analysis to ensure cost effectiveness.

NETWORKING AND RELATIONSHIP BUILDING

• Foster and sustain effective working relationships/rapport with the government authorities, business and management institutions, national and key industry players and service providers

LEADERSHIP AND CAPABILITY DEVELOPMENT

• Drive the development of competent working team that will enhance and sustain staff capabilities in achieving high performance delivery to ensure internalization of the right leadership/capabilities in executing their jobs

Requirements:

• Matric
• Available immediately
• NQF Level 7 (Diploma in Business Administration/ Secretariat or related) B. Comm Honours/ CA (SA) is a must!
• 3 years' experience in Secretarial/ Executive Assistant/Administration role within a corporate environment (supporting Senior Leaders/ Executives)
• Knowledge of Financial management tools (SAP, Oracle, Concur)
• Expense management experience
• Problem-solving and analytical thinking
• Ability to travel when required

Desired Skills:

• Initiative
• organised
• Communication
• analytical

Desired Qualification Level:

• Diploma