Executive Personal Assistant

University of Fort Hare; South Africa; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A prominent university in South Africa is seeking a dynamic Executive Personal Assistant (EPA) to provide comprehensive support to its directors. The role includes managing executive logistics, coordinating company meetings, and undertaking administrative tasks to ensure smooth operations. Candidates should have Matric and relevant qualifications, along with exceptional communication and organizational skills. Proficiency in Office 365 and a willingness to adapt to new technologies are crucial for this position.

Qualifications

• Matric and relevant qualifications are mandatory for the role.
• Excellent verbal and written communication skills in English are required.
• Strong organizational and time management skills are essential.

Responsibilities

• Provide general support and guidance to directors across various businesses.
• Coordinate logistics, including transportation and office supplies management.
• Manage HR documentation and support staff development.

Skills

Project management

Excellent verbal communication skills

Strong organisational skills

Telephone etiquette

Customer service skills

Software knowledge including Office 365

Education

Matric

Relevant qualification for the role

Tools

Office 365

Microsoft Teams

Xero

Adobe Sign

Job description

Overview

Our client is looking for a dynamic Executive Personal Assistant (EPA) to join their exciting office family. Location: Umhlanga.

The main role of the Executive Personal Assistant (PA) is to provide support and guidance to the directors in their various roles on multiple boards and across a range of businesses, as well as to provide a point of contact between the executives and staff, customers and suppliers. The Executive PA will be required to understand how these tasks fit into the overall scope of the business and can communicate with the senior executives in all areas and is an expert in communication.

Responsibilities – (not limited to)

• General support, guidance, calendars, secretarial duties, minute taking, filing and typing
• Arranging and managing stationery, transportation, medical, insurance, company vehicle fleet, logistics including delivery, tax follow up, payment and account reconciliations, professional and personal errands
• Typing memos, reports, documents, developing presentations, answering phones, training other office staff
• Arranging office support including telephones, emails, messages, boardroom, refreshments, infrastructure (wifi, networks, computers, printers, office furniture, servers) and backup

Management Reports and Company Meetings

• Collation of monthly management reports in Adobe or similar
• Coordination of company meetings and arrangements

Human Resource Function

• Support role for human resource function including completion of HR documentation and filing for recruitment, employment, monthly salary run, leave schedules and termination

• Develops administrative staff by providing information, educational opportunities, and experiential growth opportunities
• Resolves administrative problems by coordinating preparation of reports, analysing data, and identifying solutions
• Completes operational requirements by scheduling and assigning administrative projects, expediting work results
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
• Contributes to team effort by accomplishing related results as needed

Minimum Requirements

• Matric
• Diploma, writing skills, relevant qualification for the role
• Independent, strong personality, ambitious, determined, jack of all trades
• Project management, research, scheduling, taking dictation, taking messages, taking notes, travel arrangements, travel planning
• Excellent verbal, written communication skills in English
• Discretion and confidentiality
• Outstanding organisational and time management skills
• Good administration & secretarial skills
• Telephone etiquette and customer service skills
• Software knowledge including Office 365 (Word, Excel, Outlook, PowerPoint)
• Enjoys learning new things including diverse software such as Microsoft Teams, Xero, Nightsbridge, Mailchimp, ChatGPT, Fathom (or similar) and Adobe (especially Adobe Sign)
• Willing and able to use technology/AI to simplify tasks and improve performance; willing and able to upskill
• Able to create and revise systems and procedures by analysing operating practices, recordkeeping systems, forms control, office layout, and budgetary and personnel requirements