Executive Assistant & Project Coordinator

IntelliStaff; Johannesburg; On-site; ZAR 260,000 - 340,000; Full time

Job summary

IntelliStaff in Johannesburg is seeking an experienced Executive Assistant and Project Coordinator to support senior management with calendars, meetings, travel and correspondence.

You will prepare agendas, minutes, presentations and reports, track action items, coordinate strategic initiatives and project timelines, manage expenses, liaise with accountants and suppliers, and maintain confidential records. Proficiency in Microsoft Office 365 is essential.

Qualifications

• Matric / Grade 12 is required.
• Proficient in Microsoft Office 365.
• Excellent time management skills.
• Executive Assistant / Project Coordination experience.
• Experience with reports, presentations and project tracking.

Responsibilities

• Manage executive calendars, meetings, travel and correspondence.
• Prepare agendas, minutes, presentations, reports and board packs.
• Track meeting action items and ensure deadlines are followed up.
• Coordinate strategic and operational projects, timelines and deliverables.
• Develop project trackers and provide regular status updates to management.
• Identify and escape project risks, delays and dependencies.
• Assist with expense management, reconciliations and basic financial reporting.
• Process financial bordereaux and distribute them to clients.
• Prepare basic month-end reports for review.
• Liaise with accountants, auditors, suppliers and service providers.
• Assist with procurement, contracts, compliance, governance and risk processes.
• Maintain confidential executive documentation and company records.
• Make effective use of Microsoft Office 365, with an advanced level of proficiency required

Skills

Executive Assistant experience

Project Coordination experience

Time management skills

Education

Matric / Grade 12

Tools

Microsoft Office 365

Job description

Main Duties and Responsibilities:

• Manage executive calendars, meetings, travel and correspondence.
• Prepare agendas, minutes, presentations, reports and board packs.
• Track meeting action items and ensure deadlines are followed up.
• Coordinate strategic and operational projects, timelines and deliverables.
• Develop project trackers and provide regular status updates to management.
• Identify and escape project risks, delays and dependencies.
• Assist with expense management, reconciliations and basic financial reporting.
• Process financial bordereaux and distribute them to clients.
• Prepare basic month-end reports for review.
• Liaise with accountants, auditors, suppliers and service providers.
• Assist with procurement, contracts, compliance, governance and risk processes.
• Maintain confidential executive documentation and company records.
• Make effective use of Microsoft Office 365, with an advanced level of proficiency required

Requirements:

• Matric / Grade 12
• Proficient in Microsoft Office 365
• Excellent time management skills
• Strong Executive Assistant / Project Coordination experience
• Experience with reports, presentations and project tracking