Executive Personal Assistant
Pretoria
Permanent
Carry out a range of duties, and pro-actively assist with daily activities for management whilst carrying out various administrative processes.
Reports to:
1st level (Chief Executive Officer)
2nd level: (Chief Financial Officer)

Subordinate
-
a) Primary objective:
Will be required to gain knowledge of the organization and key internal and external role players and processes, and will work closely with senior management to provide administrative support on a one-on-one basis.

Required to deliver consistent outcomes through the adherence to specifications and the use of established procedures, and will work as a team member and as an individual contributor.

- Assist the Chief Executive Officer and other members of executive management, senior management and directors on a daily basis with administrative tasks
- Interact with key personnel, stakeholders and employees on all levels
Personal Assistant for the Chief Executive Officer

- Daily diary management, including reminders of important dates and events (e.g. public holidays, school holidays, performance reviews, staff birthdays, resignations and new employees etc.)
- Daily screening of calls
- Daily typing and preparation of correspondence and documentation
- Daily fax/email of correspondence and documentation
- Coordinate travel arrangements
- Schedule Information Technology Committee meetings
- Organize events, conferences etc, including the booking of venues, inviting attendees, travel arrangements and refreshments e.g. strategic sessions
- Take confidential minutes of meetings, where necessary, including drafting of minutes, obtaining approval, actioning minutes and subsequent distribution
- Develop, implement and maintain appropriate filing and recording systems – both hardcopies and computerized
- Develop, implement and maintain information and contact bases, required to support the CEO’s work.
- Undertake research and subsequent reporting on information or issues identified by the CEO.
- Typing of confidential letters and documentation
- Record keeping of contracts
- Assist with payment and claim documentation
- Boardroom diary management
- Liaise with relevant stakeholders, e.g. Managing Directors, Board Members
- Coordinate travel arrangements for board members as required
- In the absence of one or all of the Directors – respond to and action all correspondence, telephone calls, queries and e-mails, if necessary by consultation and liaison with any other Directors or Managers, in order to progress the business of the company, to take follow-up action as necessary and to report back to the Directors in due course.
- General Administration
- Office management of Executive building
Formal Education
Matric
Secretarial/personal assistant qualification

Experience:
Minimum of five (5) years ‘experience as an Executive Personal Assistant, preferably in the Financial Services Industry.

Knowledge
- Basic principles of administration
- Advanced computer skills, including:
• MsExcel
• MsWord
• Outlook
• MsPowerpoint
- Business English, read and write Skills and attributes
- Prioritisation
- Energetic and enthusiastic
- Attention to detail
- Professional
- Reliable
- Strong work ethic
- Be proactive
- Advanced communication skills
- Trustworthy
- Multi-tasking
- Work independently
- Perform under pressure