Executive PA to COO & Partners

Dananda Talent; Sandton; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A reputable executive support firm in Gauteng is seeking a dedicated Executive Support professional to manage multiple responsibilities including executive diaries, administrative tasks, and travel coordination. The ideal candidate will facilitate smooth operations for senior executives and maintain high service standards while overseeing various administrative functions. Proficiency in communication and organizational skills is crucial for success in this role.

Qualifications

• Proven experience in executive support and administration.
• Strong organizational and multi-tasking abilities.
• Excellent communication skills in both written and verbal formats.

Responsibilities

• Manage executive diaries, appointments, and meetings.
• Handle all administrative duties for the Office of the CEO.
• Source and procure marketing materials and corporate gifts as needed.
• Supervise and evaluate Reception team performance.
• Manage international student accommodations and negotiate rental agreements.
• Oversee event and class setup with Facilities.

Job description

Key Responsibilities:

Executive Support

• Manage executive diaries, appointments, and meetings.
• Coordinate personal tasks for senior executives (travel, catering, gift purchases, etc.).
• Organize executive travel arrangements including visas, transport, and accommodation.

Administration

• Handle all administrative duties for the Office of the CEO.
• Draft and format correspondence, reports, and presentations.
• Address high-level queries and complaints, including those at executive and ministerial levels.
• Provide ad hoc support to the Directors as needed.

Procurement & Finance

• Source and procure marketing materials and corporate gifts per internal policy.
• Negotiate pricing to ensure cost-effectiveness.
• Manage stock levels and track executive expenses.

Driver & Vehicle Coordination

• Assign tasks to drivers and manage their schedules.
• Oversee the performance and availability of company vehicles.
• Ensure proper vehicle maintenance and usage tracking.

Reception Management

• Supervise and evaluate Reception team performance.
• Ensure timely distribution of class schedules and event details.

Student Accommodation Oversight

• Manage international student accommodations, including lease payments and property inspections.
• Negotiate rental agreements and manage student medical aid coverage.

Travel Coordination

• Book travel for executives and facilitators (flights, car rentals, accommodation). Local and international.
• Manage visa applications and airport transfers.

IT Support Liaison

• Escalate IT-related issues when necessary.
• Assist in setting up Zoom/MS Teams meetings for executives.

Reg Café Coordination

• Liaise with Reg Café Management for seamless operations.
• Approve event menus and reconcile accounts monthly.
• Follow up on outstanding payments.

Facilities & Compliance

• Coordinate with Facilities and Building Managers to maintain high service standards.
• Ensure cleanliness and upkeep of office and campus spaces.
• Oversee event and class setup with Facilities.
• Support compliance with COVID-19 and health & safety regulations.