Executive Assistant - Midrand Verfied

R 25000 - 40000 per month Midrand, Gauteng Midrand, Gauteng more than 14 days ago 22-08-2014 2:12:43 PM
19-09-2014 2:12:43 PM
Executive Assistant - EE
Salary: R30 – R40 000 (Negotiable)
The world’s leading medical & security Services Company operating from over 700 sites in 76 countries with 10,000 employees is currently looking for an Executive Assistant who will work closely with the Regional GM Southern Africa. The key focus of the role will be to provide high quality executive support to the Regional GM Southern Africa. The role will enable the Regional GM Southern Africa to optimize his time and efficiency by effectively dealing with secretarial, projects and administrative tasks.

Key performance areas

The Executive Assistant will be responsible for the coordination of activities and ensuring timely flow of information to and from the Regional GM Southern Africa’s office. S/he handles details of a highly confidential and critical nature, and must function efficiently and effectively in a fast-paced professional environment. S/he must have a proven ability to independently manage multiple tasks and projects with competing priorities and deadlines, screen and prioritize communications and opportunities from external and internal sources, and organize and maintain administrative processes.

In addition s/he will be responsible for coordinating and preparing presentations and packs and must be able to work with and bring together cross-functional coordination between departments. The ideal candidate will be dynamic, high-energy, organized, and able to support cross-functional coordination in a fast pace environment and possess excellent judgment. S/he will be required to be available during regular business hours, evenings and/or weekends, on occasion/as needed to provide support and assistance to the Regional GM Southern Africa.

The Regional GM Southern Africa will rely heavily on the Executive Assistant, trusting that work will be handled efficiently and act as a strong front line point of contact. Discretion and confidentiality are essential attributes in this role

CONTACT MANAGEMENT
• Act as the Regional GM Southern Africa’s representative and ambassador to external constituents as directed.
• Manage external contacts for the Regional GM Southern Africa, proactively understanding who they are, which priority contacts are and keeping track of periodic communication needed for priority contacts.
• Ability to anticipate the Regional GM Southern Africa‘s needs and proactively bring together appropriate people and resources to support the executive in addressing issues.
• Deal with incoming email, faxes and post, often corresponding on behalf of the Regional GM Southern Africa.
• Screen telephone calls, enquiries and requests, and handling them when appropriate.
• Manage incoming and outgoing emails if required.
• Liaising with clients, suppliers and personnel.
• Manage interoffice communications.
• Meet and greet visitors at all levels of seniority.

DIARY MANAGEMENT
• Take full responsibility for the manager’s diary including planning, screening, scheduling and setting up of meetings and appointments.
• Manage the daily schedule of the Regional GM Southern Africa, ensuring that he knows his schedule 24 hours in advance and keeping appointments and meetings on time or changing schedules when necessary.
• Develop and maintain a system that alerts to upcoming deadlines on incoming requests or events.
• Ensure that appointments of priority are scheduled according to importance and urgency.
• Provide the Regional GM Southern Africa with a timely brief of appointments and ensure he is prepared for the appointments.

MEETINGS MANAGEMENT
• Organizing and attending meetings and ensuring the Regional GM Southern Africa is well prepared for meetings.
• Prepare agenda in advance of meetings.
• Taking notes and provide accurate minutes at meetings.
• Assist with and provide research/background information, content development, and creation of presentations and coordinate meetings.
• On own initiatives process/compose correspondence/reports for the Regional GM Southern Africa and/or executive team.

TRAVEL ARRANGEMENTS
• Manage the Regional GM Southern Africa’s travel arrangements and proactively coordinate the pre-planning of trips with various internal functions, including arranging appropriate travel, visas, agendas and necessary contacts, country information, flight tickets, accommodation, car, visa’s and any other travel documents as requested.
• Ensure that travel documentation reflect the correct detail and include a travel pack (maps/ directions to venues, appointment information, contact numbers and business documentation etc).
• Responsibility for managing travel accounts and budgets as required.

ADMINISTRATIVE DUTIES
• Ensure that various administrative tasks are done in an effective and efficient manner (e.g. booking of meeting rooms, etc).
• Provide advanced and diverse administrative support including a myriad of administrative and clerical duties to help the Regional GM Southern Africa to run the organization efficiently.
• Devising and maintaining office systems, including data management, filing, etc
• Keep paperwork and electronic files organised.
• Manage and ensure that the filing system is kept up to date and that information is easily accessible.
• Ensure that documentation is accurately archived when appropriate.
• Able to manage small projects.

GENERAL OFFICE DUTIES
• Understand organizational policies and procedures necessary to ensure appropriate. Decision-making protocols are followed.
• Handle confidential information in a professional and discreet manner.
• Prepare all documentation for signature and ensure that information is effectively prioritised.
• Prepare a variety of high quality documents (reports, letters, presentations etc) as requested by manager, this involves proof-reading, editing and reworking these documents.
• Conduct printing, faxing etc as required.
• Ensure that sufficient office stationery and supplies are available.
• Conduct research for manager as requested.
• Attending to general queries.
• Schedule and prepare conference engagements, including marketing functions and Assistance Centre tours by clients.
• Delegating work to others in the Regional GM Southern Africa’s absence.
• Process and maintain expenses for the Regional GM Southern Africa.

Education, Training and Experience
• Will have proven extensive experience in an Executive Assistant role, ideally within an international organisation, working across multiple countries and time-zones
• Experience of working with a broad cross-section of people in terms of varied levels of seniority and cultural backgrounds
• Grade 12
• Relevant tertiary qualification would be advantageous

Only short listed applicants will be contacted. Applicants, who have not been contacted within
2 - 3 weeks of the closing date, should assume that their application has not been successful.
SM Placements is an equal opportunity employer.

Recruiter: SM Placements