Executive Personal Assistant - Cape Town Verfied

Salary Negotiable Cape Town, Western Cape Cape Town, Western Cape more than 14 days ago 05-09-2019 12:34:49 PM
31-10-2019 12:34:49 PM
NB: THE SUCCESSFUL CANDIDATE MUST BE ABLE TO START IMMEDIATELY

Company Office Situated in Century City, Cape Town

1. Purpose of the Position
The Executive Assistant provides professional administrative support to Executives. In addition, the candidate will be responsible to ensure that the office functions effectively. The time split between these two roles is approximately 50:50. Note: The office comprises 13 staff, 3 of whom are Executives.


2. Skills Required
2.1. Qualifications
• Minimum of Standard 10 / Grade 12 or equivalent. Tertiary education considered advantageous.


2.2. Experience
• At least 5 years’ experience in an administrative position
• The applicant should be bilingual, fluent in English with strong skills in Afrikaans


2.3. Soft Skills
• Drivers licence and motor vehicle
• Reliable, punctual, presentable, meticulous, responsible
• Able to work independently
• Numeracy and Literacy skills
• Microsoft Office skills (Word, Excel, PowerPoint at an intermediate / advanced level)
• Ability to multitask
• Be a team player and interact effectively with all colleagues
• Assertive, strong and confident
• Able to work under pressure, understand deadlines and available extended hours if required
• Must be flexible and willing to adapt
• Exercise good judgment and take initiative
• Strong communicator and understands telephone and email etiquette


3. Roles & Responsibilities
• Assist CEO and Executives with all administrative duties
• Manage CEO diary
• Processing of expense claims on behalf of the Executives
• Dealing with correspondence, e-mails, letter writing, screening of calls, appointments & diary management, arrange conference calls
• Drafting of documents
• Minute taking at a monthly Management meetings
• Arranging travel (national and international) for CEO, Executives and CT staff
• Serves as principal administrative contact and liaison for CEO
• Arranging functions/events/meetings
• Liaising with suppliers & customers (national & international).
• Compiling of reports / presentations
• Appropriately handle sensitive and confidential information between the Executives, Suppliers and Customers
• Administration of documents & files including an electronic filing system (currently G Drive)
• Arranging (assisting) of Couriers and monthly recon thereof
• Submissions of monthly credit cards and office expenses
• Ensuring all office and Executive expenses are logged timeously for payment
• Purchasing and maintaining inventory of office supplies for (such as stationary, groceries, electricity, etc.)
• Welcomes guests by greeting them, in person or on the telephone; answering or directing inquiries
• Manage cleaning and admin support Staff
• Manage online access control system, tags, parking, etc
• Assistance in HR related duties for Cape Town Office
• Assist in the onboarding / induction process of new hires
• Manage and maintain all maintenance and Health and Safety aspects for the Cape Town office
• Maintenance and implementation of any office related contracts and policies
• Maintaining and managing budget and travel expenses for the Cape Town office
• All other Ad-hoc duties required