Job title : Executive Assistant: Business Development and Infrastructure Development Division
Job Location : Gauteng,
Deadline : December 26, 2024
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KEY RESPONSIBILITIES Provide Secretarial support service to the executive authority. Act as the point of contact among executives, employees, clients, and other external partners. Manage information flow in a timely and accurate manner. Scan and analyse incoming mail and create a to-do list for critical engagements, tasks, and responses by the executive manager. From the to-do list emanating from the incoming mail, create and manage a tracker to ensure the department timeously responds and carries out tasks as per incoming requests from both internal and external. Must have the ability and capability to analyse correspondence and respond in a felicitous and appropriate manner without constant supervision and directive. Receive visitors to the office of the executive authority. Direct inquiries/complaints to the relevant people. Utilise discretion to arrange the appointments, interviews, and appearances of the executive authority. Manage and coordinate the diary of the executive authority. Compile realistic schedules of appointments for the executive authority. Remind and sensitize the executive authority of appointments.
Provide support to the executive authority regarding meetings. Organise meetings and coordinate logistical arrangements for meetings, accompany the executive authority to meetings record minutes when required, and communicate resolutions. Receive, collect, and check documents for meetings. Monitor and manage the e-mail inbox of the executive authority. Monitor the schedule of the executive authority and submit RSVPs on behalf of the executive authority.
Assist the executive authority with key stakeholder work. Receive calls and requests from the investors/tenants/contractors within the applicable stakeholders of the executive authority. Resolve or refer to the requests received from stakeholders for finalisation. Follow-up and monitor referred requests and actions agreed upon. Accompany and support the executive authority on visits to his/her engagements.
Policy and Regulations Remain up to date regarding the applicable prescripts/policies and procedures that apply to his/her work terrain. Maintain abreast with the procedures and processes applicable to the office of the executive authority to include both Infrastructure division and Business Development processes and activities. Initial preparation of forms and statutory returns for the Company.
COMPETENCIES/KNOWLEDGE Knowledge Document management Activity tracker development and management Ability to engage stakeholders effectively
Required Skills Planning & organizing skills Interpersonal skills Exceptional verbal & written communication skills Coping under pressure Excellent MS Office knowledge, Word, PowerPoint and Excel Familiarity with office gadgets and applications (e.g. e-calendars and copy machines) Conflict handling skills Exceptional writing skills Coordination skills Minute Taking Outstanding organizational & time management skills Discretion and confidentiality are a must
QUALIFICATIONS Grade 12 National Diploma in Office Administration / Public Administration / Management / equivalent
WORK EXPERIENCE Minimum of 8 years of experience working as a personal assistant to an Executive/s or Senior Manager
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