Executive Personal Assistant

Hollard; South Africa; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading South African company is seeking an Executive Personal Assistant to provide comprehensive support to the CEO and management. The role involves managing schedules, organizing meetings, and ensuring confidentiality in communications. The ideal candidate will excel in effective communication, possess strong organizational skills, and have a proven record in handling executive responsibilities efficiently. This position offers an exciting opportunity to enhance the effectiveness of high-level management.

Qualifications

• Proven ability to manage executive schedules and diary.
• Experience in handling confidential information.
• Skilled in organizing meetings and events efficiently.

Responsibilities

• Communicate effectively with stakeholders.
• Manage executive diaries and appointments.
• Arranging travel and accommodation for executives.
• Prepare and distribute meeting documents.

Skills

Effective communication

Discretion and confidentiality

Organizational skills

Time management

Job description

Hello…an exciting new opportunity has just become available in our HINT, CEO's office. We are looking to recruit an Executive Personal Assistant.

To provide an effective PA function to Management / HINT and CEO and EXCO, thus ensuring effectiveness and customer satisfaction. Process all administrative tasks assigned, within the set standards required by HINT thus contributing to the productivity of the division and enhance the image of HINT through the continuous delivery of efficient and effective customer service.

Key resposibilities:

• Communicate effectively with external and internal stakeholders.
• Maintain discretion and confidentiality at all times by adhering to the Hollard values.
• Deal effectively with telephone calls – screening calls and responding where appropriate.
• Queries, requests and complaints are screened and responded to or timeously referred to relevant executive or manager where appropriate.
• Ensure necessary stationery requirements of executive / manager(s) are met.
• Devise and maintain office filing systems to deal efficiently with paper flow.
• Organise and store paperwork and electronic documents appropriately.
• Attend to general office administration and secretarial duties e.g. typing, filing, taking minutes and general administration responsibilities.
• Manage management diaries and ensure that appointments are communicated and confirmed with relevant parties.
• Arrange travel and accommodation efficiently assigned Exco managers.
• Process travel and expenses claims on the searchlight system & payment requisitions if applicable.
• Ensure that required documents, briefing papers, reports and presentations are timeously prepared or available for the executive in preparation for meetings.
• Prepare and distribute all documentation according to HINT’s standards e.g. reports, packs, agendas, minutes and lists.
• Ensure all confidential documents, reports and information is handled appropriately.
• Organise internal and external meetings, team building, breakfasts and lunches – arrange venues and catering.
• Plan, coordinate, facilitate and manage HINT formal events and conferences.
• Attend to meetings and functions administrative requirements, such as venues, refreshments, access authorisations, agendas, minute taking and equipment requirements.
• Provide general assistance during presentations, workshops and meetings.
• Assist in fielding, monitor and report on complaints to ensure customer satisfaction.

TCF: Ensure customers are treated fairly.