Executive Personal Assistant

Ithemba Recruitment- Sourcing Top Talent; Queensburgh; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading recruitment agency is seeking an Executive Personal Assistant to provide comprehensive support to the Managing Director. The role involves managing correspondence, coordinating meetings, and organizing travel. The ideal candidate holds a degree or advanced diploma and has significant experience supporting C-level executives. Proficiency in Microsoft Office, excellent communication skills, and the ability to maintain discretion are essential. This position requires strong organizational skills and the ability to multitask effectively in a high-pressure environment.

Qualifications

• Significant executive support experience for C-level executives.
• Expert proficiency in Microsoft Office and graphic design.
• Ability to manage multiple projects with little guidance.

Responsibilities

• Manage diary and correspondence for Managing Director.
• Organize and service Board and Shareholders meetings.
• Coordinate organizational events like AGMs and strategy days.

Skills

Microsoft Office Proficiency

Communication Skills

Organizational Skills

Problem-Solving Skills

Discretion and Integrity

Education

Degree or Advanced Diploma

Tools

Zoom

Microsoft Teams

Job description

About the job Executive Personal Assistant

Duties and description:

• To act as a first point of contact dealing with correspondence and phone calls
• To proactively manage and coordinate the diary of the Managing Director by prioritising and arranging internal and external meetings, ensuring appropriate briefing papers are prepared and provided.
• Plan and organise travel and accommodation when required.
• Maintain effective filing and data storage including emails and retrieval systems ensuring the needs of the Managing Director are met.
• To provide full personal assistant support by dealing with all correspondence and calls, drafting routine letters to a high standard, minute meetings, taking messages and other administrative tasks as required to support the Managing Director.
• To provide support for Board of Director, and Shareholders meetings by ensuring meetings are properly arranged and serviced. This will include drafting agendas, collating papers, and reports, taking minutes and following up action points.
• Supporting the Managing Director to keep the Board of Director, and Shareholders informed about the work of the organisation and their appropriate training and induction.
• To service meetings of the Senior Management Team by drafting and collating papers and reports, preparing manageable agendas, taking minutes and following up on actions points.
• To plan and manage key organisational events such as AGM, Strategy days, Staff briefings and others as required. Other Duties Develop skills and undertake responsibilities as appropriate which will fulfil the purpose of the role and support the success of the organisation.
• Ensure that work is carried out in accordance with the company's values, equality aims, policies and procedures.
• Participate and contribute to organisational/team meetings as required.
• Draft proposals/tenders as required by the Managing Director
• Drafting of quotations

Education and experience:

• Minimum Degree or Advanced Diploma Strong ability to execute work with a diversity, equity, and inclusion lens. Significant executive support experience, including supporting C-level executives.
• Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
• Technical proficiency and problem-solving skills related to: IT infrastructure; IT support and troubleshooting; and cloud-based environments (web-based applications).
• Strong verbal and written communication skills.
• Exceptional organizational skills and impeccable attention to detail.
• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners.
• Make appropriate, informed decisions regarding priorities and available time.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Able to maintain a high level of integrity and discretion in handling confidential information. Excellent judgment is essential.
• Ability to switch gears at a moments notice.
• Thrive in an intense, do-it-yourself, start-up environment.
• Ability to work well within a cross-functional team environment and diverse communities. Desired personal attributes
• Drafting presentations on power point
• Managing and coordinating directors diaries and travel arrangements
• Taking minutes at meetings
• Coordinating meetings with various managers, customers and role-players involved
• Setting up and co-ordinating online meetings using software such as Zoom and Microsoft Teams.
• Preparing expense reports
• Pro‑active
• Organised
• Take initiative.
• Able To Work independently.
• Able to prioritise.
• Will take pride in their output.
• Communicate clearly.
• Be flexible on working hours.
• Will complete what they start.
• Will have a mindset of continuous improvement.