Executive Assistant (Maternity Cover)

Stryker Group; Johannesburg; On-site; ZAR 250 000 - 400 000; Full time

Job summary

A leading healthcare company in Johannesburg is seeking an Executive Assistant to provide comprehensive support to the General Manager. The ideal candidate will be proactive and efficient, possessing strong organizational and communication skills, along with proficiency in Microsoft Office Suite. Responsibilities include managing schedules, coordinating events, and maintaining confidentiality. A Bachelor’s degree and experience supporting senior executives are required.

Qualifications

• Proven experience supporting senior executives in an administrative capacity.
• Exceptional organizational skills to handle complex calendars and scheduling.
• Ability to handle sensitive information with confidentiality.

Responsibilities

• Provide executive assistance to the General Manager.
• Manage and coordinate complex scheduling and appointments.
• Draft and distribute communications on behalf of the GM.
• Plan and organize executive events and meetings.
• Ensure compliance with confidentiality policies.

Skills

Organizational skills

Time-management skills

Strong written communication

Proficiency in Microsoft Office Suite

Problem-solving skills

Interpersonal skills

Education

Bachelor’s degree in Business Administration

Experience as an executive assistant

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Job description

Job title

Executive Assistant

Reporting to

General Manager (GM)

Department & location

Administration, South Africa

The Job's Mission:

To provide executive assistance to the General Manager. We need someone that exhibits a professional and polished demeanour and fully understands the role of an executive PA. This role requires exceptional organizational skills, a keen eye for detail, and the ability to handle sensitive information with utmost confidentiality. The ideal candidate will be proactive, efficient, and capable of managing a diverse range of tasks in a fast‑paced environment.

Key responsibilities

Administrative support

• Manage and maintain complex calendars.
• Coordinating complex scheduling and calendar management for the General Manager, including scheduling meetings, appointments, and travel arrangements, and providing comprehensive administrative support.
• Coordinate and prepare materials for meetings, presentations, and reports.
• Prepare and edit documents, letters, and reports with high accuracy.
• Capturing, filing and retrieving corporate records, documents, and minutes of South African Leadership Team (SALT) meetings.
• Must have knowledge and experience in writing minutes for a statutory board meeting.
• Capturing and processing data using various software, including word processing, spreadsheets, and PowerPoint presentation software.

Project management

• Assist in the planning and execution of special projects and initiatives.
• Monitor project timelines, deliverables, and coordinate with various departments to ensure completion.
• Conduct research and gather information as required for projects and reports.
• Coordinate project completion by assigning work to appropriate staff, including the SALT, on behalf of the GM.
• Manage all aspects of organization’s office services. Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as the organization grows.
• Assist in the selection of vendors and to purchase equipment, services, and supplies necessary for the operation of the organization.
• Other projects/duties as assigned for the overall benefit of the organization.

Communication

• Serve as the primary point of contact between the General Manager and internal or external stakeholders.
• Draft, review, and distribute communications on behalf of the GM.
• Facilitate effective communication within the executive team and across the organization.
• Coordinate all SALT team meetings and retreats and assist with company meetings and events as needed.
• Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the GM and staff, demonstrating leadership to maintain credibility and trust.
• Support the SALT team with communication and culture messages.

Event Coordination

• Plan and organize executive events, meetings, and conferences, both onsite and offsite.
• Oversee travel logistics, handle bookings, flights, car hire, accommodation.
• Manage events planning including venue selection, catering, team communications and travel arrangements for attendees.
• Provide hospitality to all guests and help to create a welcoming environment, assist with catering and hospitality needs as requested.
• Work closely with events planning team to ensure smooth planning and execution of company events.

Confidentiality and Discretion

• Handle sensitive and confidential information with the highest level of discretion and integrity.
• Ensure compliance with company policies and procedures regarding confidentiality.

Office Management

• Oversee the day-to-day operations of the executive office.
• Work closely with the GM to keep well informed of upcoming commitments and responsibilities, following up appropriately.
• Anticipate GM’s needs in advance of meetings, conferences, and provide relevant support for the meetings to be successful.
• Manage office supplies, equipment, and facilities to ensure a well-functioning work environment.

Skills and Competencies:

• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to multitask and prioritize tasks effectively in a fast-paced environment.
• Strong problem-solving skills and the ability to anticipate needs.
• High level of professionalism and strong interpersonal skills.

Personal Attributes:

• Discreet and trustworthy, with a strong sense of integrity.
• Proactive and self-motivated with a positive attitude.
• Flexible and adaptable to changing priorities and demands.
• Effective communicator, energetic, and self-motivated.

Education and Experience:

• Bachelor’s degree or similar in Business Administration, Management, or a related field.
• Experience as an executive assistant or in a similar role supporting senior executives.
• Exceptional organizational and time-management skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to multitask and prioritize tasks effectively in a fast-paced environment.

Pay rate will not be below any applicable local minimum wage rates.