Executive Assistant / Office Administrator

Executive Assistant / Office Administrator

Company: Praelexis

Praelexis is a specialist Machine Learning company, building responsible AI for a sustainable future. We provide services in all the components of the AI / ML value chain: from strategy, to business case discovery and requirements analysis, to the development and productionisation of Machine Learning models.

We specialise in the banking, financial services and insurance sectors, while also creating data-driven solutions in other domains.

Our team is made up of expertly qualified data scientists, product managers, data engineers and Machine Learning engineers. We are looking to hire a highly organised, detail-oriented Experienced Executive Assistant to support the office of the CEO.

The ideal candidate should be able to successfully handle a wide range of responsibilities and should have knowledge of AI and machine learning and its uses in business. The ideal candidate should thrive working in a fast-paced and collaborative environment.

Responsibilities include:

1. Provide detailed calendar management and schedule meetings internally and externally.
2. Prepare for meetings, take minutes, and document with accurate follow-up, as well as coordinate travel for all staff.
3. Act as the first point of contact for the CEO and Praelexis by addressing queries in a polite and courteous manner.
4. Build, maintain and manage relationships with staff, colleagues, peers, and external business partners by liaising positively and professionally.
5. Lead specific projects or pieces of work arising from the organisation's strategic teams where necessary.
6. Work proactively to support both the team and project output.
7. Manage office supplies and handle staff access cards.
8. Keep asset register up to date and manage office maintenance including main gate access.
9. Set up interviews accordingly and coordinate internal processes.
10. Provide administration support, including handling the telephone.

Educational Qualifications:

1. A relevant University degree or nationally recognised Office Administration or Secretarial qualification.
2. At least 10 years proven experience working as an executive personal assistant.
3. Proficient in computer technology, especially Microsoft Office applications.
4. Ability to understand AI and machine learning and its uses in business.
5. Experience working in a technology company/department is advantageous.

Skills & Knowledge Required:

1. Ability and experience taking detailed minutes.
2. Digitally competent and able to select appropriate technology according to the purpose or need at hand.
3. Fluent in English and Afrikaans – spoken and written.
4. Strong attention to detail and accuracy.
5. Maintain high levels of professionalism and confidentiality.
6. Well organised with an understanding of priorities and changing demands.
7. Highly-developed interpersonal and communication skills (both verbal and written).
8. Information gathering and monitoring skills.
9. Quick learning ability to understand and absorb new information.
10. A collaborative approach with a strong sense of teamwork.
11. Creative thinking, strong research skills, and the ability to interpret data to develop workable solutions.
12. Ability to respond quickly and positively to changing and often pressurised situations.
13. Manage specific ad hoc projects as required.
14. Confident and able to work on own initiative.

Specific Requirements:

1. Own reliable transport and valid driver's licence.
2. Clear health record.
3. Clear criminal record.
4. Clear credit record.

Normal working hours are Mondays to Fridays from 09h00 until 17h00.

Enquiries and Application: Please send your CV with a cover letter explaining your interest in the position to

• Level: Mid-Senior level
• Employment type: Full-time
• Job function: Administrative
• Industries: Software Development