The Job's Mission:
To provide executive assistance to the General Manager. We need someone that exhibits a professional and polished demeanor and fully understands the role of an executive PA. This role requires exceptional organizational skills, a keen eye for detail, and the ability to handle sensitive information with utmost confidentiality. The ideal candidate will be proactive, efficient, and capable of managing a diverse range of tasks in a fast-paced environment.
Key Responsibilities
Administrative Support
Manage and maintain complex calendars.
Coordinate complex scheduling and calendar management for the General Manager, including scheduling meetings, appointments, and travel arrangements, and providing comprehensive administrative support.
Coordinate and prepare materials for meetings, presentations, and reports.
Prepare and edit documents, letters, and reports with high accuracy.
Capture, file, and retrieve corporate records, documents, and minutes of South African Leadership Team (SALT) meetings.
Must have knowledge and experience in writing minutes for a statutory board meeting.
Capture and process data using various software, including word processing, spreadsheets, and PowerPoint presentation software.
Project Management
Assist in the planning and execution of special projects and initiatives.
Monitor project timelines, deliverables, and coordinate with various departments to ensure completion.
Conduct research and gather information as required for projects and reports.
Coordinate project completion by assigning work to appropriate staff, including the SALT, on behalf of the GM.
Manage all aspects of the organization's office services. Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as the organization grows.
Assist in the selection of vendors and purchase equipment, services, and supplies necessary for the operation of the organization.
Other projects/duties as assigned for the overall benefit of the organization.
Communication
Serve as the primary point of contact between the General Manager and internal or external stakeholders.
Draft, review, and distribute communications on behalf of the GM.
Facilitate effective communication within the executive team and across the organization.
Coordinate all SALT team meetings and retreats and assist with company meetings and events as needed.
Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the GM and staff, demonstrating leadership to maintain credibility and trust.
Support the SALT team with communication and culture messages.
Event Coordination
Plan and organize executive events, meetings, and conferences, both onsite and offsite.
Oversee travel logistics, handle bookings, flights, car hire, accommodation.
Manage events planning including venue selection, catering, team communications, and travel arrangements for attendees.
Provide hospitality to all guests and help create a welcoming environment, assist with catering and hospitality needs as requested.
Work closely with the events planning team to ensure smooth planning and execution of company events.
Confidentiality and Discretion
Handle sensitive and confidential information with the highest level of discretion and integrity.
Ensure compliance with company policies and procedures regarding confidentiality.
Office Management
Oversee the day-to-day operations of the executive office.
Work closely with the GM to keep well informed of upcoming commitments and responsibilities, following up appropriately.
Anticipate GM's needs in advance of meetings, conferences, and provide relevant support for the meetings to be successful.
Manage office supplies, equipment, and facilities to ensure a well-functioning work environment.
Education and Experience:
Bachelor's degree or similar in Business Administration, Management, or a related field.
Minimum of 5 years of experience as an executive assistant or in a similar role supporting senior executives.
Skills and Competencies:
Exceptional organizational and time-management skills.
Strong written and verbal communication abilities.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
Ability to multitask and prioritize tasks effectively in a fast-paced environment.
Strong problem-solving skills and the ability to anticipate needs.
High level of professionalism and strong interpersonal skills.
Personal Attributes:
Discreet and trustworthy, with a strong sense of integrity.
Proactive and self-motivated with a positive attitude.
Flexible and adaptable to changing priorities and demands.
Effective communicator, energetic, and self-motivated.
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