Executive Assistant

Interdot Solutions; Durban; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A dynamic solutions provider in Durban is searching for a Personal Assistant to provide high-level administrative support to executives. The role involves managing the Managing Director's diary, organizing meetings, and maintaining financial records. Candidates must have a National Diploma in Office Management and at least 5 years of experience in a similar position. Strong IT skills and proficiency in MS Office are essential for success in this role.

Qualifications

• Minimum of 5 years as a Personal Assistant.
• Understanding of the statutory responsibilities of running an organization.
• Ability to manage executive diaries and schedules.

Responsibilities

• Support the Managing Director by planning and organizing tasks.
• Manage appointments and schedules for the executive team.
• Handle customer complaints and follow up with relevant departments.

Skills

IT Literacy

Intermediate to advanced in MS Office packages

Communication Skills

Education

National Diploma in Office Management or equivalent

Job description

Responsible for supporting all aspects of the Managing Director work by planning, organising, and anticipating requirements well in advance to support the smooth running of the business and providing high-level administrative support to the executives.

BUSINESS AND FINANCIAL ACCOUNTABILITIES

• Update and control relevant budgets i.e Office expenses, stationery, etc
  Prepare, reconcile, and track individual expense recons and reimbursements
• Reconcile and arrange Petty cash reimbursements
  Invoices check/code and expedite for payment - apportion costs where required, to respectiveentities/departments/individuals
• Update financial schedules for Board inclusion with the Finance department
• Complete necessary Gifts and Hospitality forms for entertainment

CUSTOMER AND STAKEHOLDER ACCOUNTABILITIES

• Manage the Managing Director and Executive Director's diaries and schedule appointments(internal and external) and any other requests made from time to time.
• Schedule meetings/ Set up video conferencing/webinar/Webex/chorus calls with co-ordinationof time variances and multiple locations to ensure successful trials before commencement.
• Answer and screen telephone calls and handle telephonic requests and queries
• Attend to customer complaints [those that insist on speaking to the Managing Director] andfollow-up with calls to the relevant department and customer.
• Receive visitors from the Managing Director and make all arrangements for their participation inthe meeting.
• Assist other Directors with work-related requests i.e.presentations/conferences etc.
• Maintain a database of all contact details with whom the Managing Directors have arelationship with.

FORMAL LEARNING REQUIREMENTS

• National Diploma in Office Management or equivalent
• Minimum of 5 years as a Personal Assistant
• IT Literacy
• Intermediate to advanced in MS Office packages
• Understanding of the use of technology and processesrelated to the position.
• An understanding of the statutory responsibilities ofrunning an organization.