EXECUTIVE ASSISTANT – UMHLANGA – KWAZULU-NATAL

Tych Business Solutions; Emalahleni Local Municipality; On-site; ZAR 200,000 - 300,000; Full time

Job summary

A professional services company in Emalahleni is seeking an experienced Personal Assistant to support the Managing Director. The successful candidate will manage diaries, schedule meetings, and handle correspondence, while ensuring efficient office management. A minimum of 5 years' experience and proficiency in MS Office are required. The role demands excellent communication and organizational skills with the ability to multitask effectively.

Qualifications

• Minimum of 5 years as a Personal Assistant.
• Intermediate to advanced skills in MS Office.
• Strong administration and secretarial skills.

Responsibilities

• Update and control relevant budgets.
• Manage the Managing Director’s diary and schedule appointments.
• Compile personal itineraries for the Managing Director.
• Attend to customer complaints effectively.

Skills

Proactive and professional

Excellent communication skills

Time management

Ability to cope under pressure

Excellent verbal and written communication skills

Education

National Diploma in Office Management or equivalent

Tools

MS Office packages

Job description

Key performance areas

• Update and control relevant budgets – i.e – Office expense, stationery etc
• Prepare, reconcile and track individual expense recons and reimbursements
• Invoices – check/code and expedite for payment – apportion costs where required, to respective entities/department/individuals
• Complete necessary Gifts and Hospitality forms for entertainment
• 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-ordination of time variances and multiple locations – 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] and follow-up with calls to the relevant department and customer.
• Receive visitors for the Managing Director and make all arrangements for their participation in the meeting.
• Assist other Directors with work related requests – i.e presentations/conferences etc.
• Maintain a database of all contact details with whom the Managing Director has a relationship with.
• Make arrangements for meetings, e.g. venue bookings, refreshments and prepare documents.
• Type the Managing Director’s correspondence including reports, letters, memo’s, agenda’s and minutes.
• Support the managing director in the preparation of all documentation required.
• Follow up on issues arising in documents, minutes including acknowledgement of receipt.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing expediting order for supplies; verifying receipt of supplies.
• Liaise with Travel coordinator on arranging travel, and accommodation for the ISSA Executive team.
• Arrange and co-ordinate Conferences/Workshops
• Ensure necessary records are maintained that can readily provide current, accurate and accessible information
• Maintain Admin Archiving System
• Handle all documents with appropriate security and utmost discretion
• Ensure that the office of the Managing Director is at all times kept cleaned and in good condition
• Compile personal itineraries for the Managing Director
• Assisting with the arrangements of ad-hoc personal requirements

Minimum specifications / requirement areas

• National Diploma in Office Management or equivalent
• Minimum of 5 years as a Personal Assistant
• Intermediate to advance in MS office packages
• An understanding of the statutory responsibilities of running an organization.
• Event Management
• Time management
• Ability to cope under pressure
• Excellent communication skills
• Excellent administration and secretarial skills
• Excellent verbal and written communication skills
• Proactive and professional with ability to multi-task
• Ability to work with minimal supervision balanced by an understanding of the need to keep line manager informed of progress, workload and priorities
• Key Culture Attributes: Demonstrates the importance of safety, quality & teamwork; effectively leads and communicates because our people matter