Executive Personal Assistant

Headhunters; Gauteng; On-site; ZAR 200 000 - 300 000; Full time

Job summary

An exciting opportunity awaits as a vibrant Executive Personal Assistant/Office Manager in Johannesburg. This dynamic role involves overseeing office administration, supporting the CEO and Group MD, and ensuring an efficient work environment. You will manage communications, coordinate events, and handle various personal and professional tasks, all while showcasing your exceptional organizational and interpersonal skills. Join a forward-thinking company where your contributions will make a significant impact in a fast-paced and engaging setting. If you're ready to take your career to the next level, this position is perfect for you!

Qualifications

• 2-3 years of experience in office/project management is required.
• Advanced computer skills and ability to learn new systems.

Responsibilities

• Oversee office equipment and manage vendor relationships.
• Schedule meetings and manage communications for CEO & Group MD.
• Coordinate events and travel arrangements.

Skills

Organizational Skills

Interpersonal Skills

Attention to Detail

Analytical Abilities

Time Management

Flexibility

Multitasking

Education

Matric / Grade 12

Tools

Office Equipment

Computer Skills

Job description

Our client in the advertising industry, based in Johannesburg, is looking to employ a vibrant Executive Personal Assistant / Office Manager to join their dynamic team. An exciting career opportunity awaits you!

POSITION INFO:

MINIMUM REQUIREMENTS:

1. Matric / Grade 12.
2. 2-3 Years of experience in office / project management.
3. Marketing / Advertising industry or similar experience / exposure advantageous.
4. Hands-on experience with office machines and equipment.
5. Advanced computer skills, with an aptitude to learn new systems and procedures.
6. Strong people skills and interpersonal skills.
7. Organizational and time-management skills.
8. Exceptional attention to detail.
9. High degree of flexibility, and excellent multitasking ability.
10. Ability to maintain confidentiality of company information.
11. Analytical abilities.

JOB DUTIES:

Office Administration:

1. Oversee and maintain office equipment for uninterrupted function, identify needs and acquire supplies, manage vendor relationships, insurance and coordinate deliveries when required.
2. Manage company subscriptions, licensing, insurance claims.
3. Manage all aspects of space / infrastructure planning (ex : moves, additions, changes to workstations) and provide answers, resources, and solutions when requested.
4. Works with HR to ensure efficient and conducive office environment.
5. Oversees guest experience, sorts mail and answers direct phone calls.
6. Assists with planning all in-house or off-site activities of the agency.

CEO & Group MD Support:

1. Scheduling meetings: Coordinating dates, times, and locations for business and personal meetings and proactively anticipate scheduling conflicts to optimize time management.
2. Managing personal documentation: Handling important documents, such as contracts, legal papers, or personal correspondence.
3. Answering emails and phone calls: Managing communication on behalf of CEO and Group MD, including filtering and prioritizing messages.
4. Serve as the primary point of contact for internal and external stakeholders.
5. Event organisation: Planning and coordinating events, from intimate gatherings to large-scale parties, including venue selection, catering, and guest management.
6. Preparing reports: Compiling information and preparing reports for personal or business use.
7. Making travel arrangements: Booking flights, hotels, and transportation and creating detailed travel itineraries.
8. Running some personal errands as and when needed.
9. Healthcare coordination: Managing medical appointments, liaising with healthcare providers, and ensuring prescriptions are filled.
10. Childcare arrangements: Coordinating schedules for children, including school, extracurricular activities.
11. Vehicle maintenance: Arranging for car servicing, repairs, insurance claims and ensuring vehicles are kept in good condition.

Please note should you not receive a response within two weeks of applying you may assume that your application was unsuccessful.