Job title : Executive Assistant
Job Location : Gauteng, Johannesburg
Deadline : December 18, 2024
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CORE ACTIVITIES & ACCOUNTABILITIES Manage sensitive matters with a high level of confidentiality and discretion, especially decisions directly impacting the company's global operations. Prepare Word, Excel, and PowerPoint presentations, agendas, reports, special projects and other documents in support of objectives for the organisation Draft and prepare correspondence for internal announcements, board meetings, and organisations that the executive is involved with Assist in preparing and managing presentations and decks for the executives Diary management for the CEO Arrange periodic department meetings and ensure reservation of all facilities as required. Telephone management. Screening and taking calls for Senior Leaders and any messages which may need to be recorded. Set up appointments for Senior Leaders and ensure that all requirements for these meetings are provided. Set up teleconferencing and video conferencing as requested by Senior Leaders Screen and manage all emails for Senior Managers when requested to do so. Maintain a confidential manual and electronic filing systems accurately and timeously. Establish and maintain accurate databases, distribution and contact lists Coordinate and confirm all business and leisure-related travel arrangements. (National & International) Organise, plan and coordinate all meetings and events, and carry out minute-taking for these meetings. Responsible for social events such as birthdays, departmental functions etc., from time to time Provide effective support and a cooperative working relationship with the rest of the business. Performs additional duties as assigned by executives. Ad-hoc responsibilities as and when required
Office Administration and Management Manage and/or administer the capture, review, authorisation and submission of leave requests with associated documentation Ensure appropriate levels of office stationery and related stock are ordered from suppliers as required Log calls and appropriately track with parties (facilities, UCS, etc.) to rectify problems. Prepare and assist with the preparation of all compliance files/folders according to defined standards Track, report and safeguard all compliance reports/files. Ensure appropriate electronic storage of compliance reports/files according to defined standards Manage and administrate off-site storage of files and working papers Manage all office expense orders/claims/authorisations Ensure all authorised expenses are accurately submitted to the Finance team on a weekly basis Perform and/or manage administrative tasks for Management: Photocopying Acquiring of or dissemination of information Arranging for the storage of records Facilitation of logistical needs Facilitation with office/departmental social activities General filing, monitoring and controlling internal requests Manage and administrate and manage travel requests and associated travel bookings when required Oversee the performance of office administrative team members Facilities Management: Responsible for creating a suitable working environment, ensuring facilities are always clean and installing and maintaining an adequate communications infrastructure, among other duties.
Reporting Ensure capturing of weekly expense report Ensure compilation of final lists of travel and office expenses as directed by the Finance department
Effective teamwork and Self –Management Maintain a positive attitude Take ownership of driving your career development (skills and knowledge) Plan and priorities, demonstrating abilities to manage competing demands to achieve agreed deliverables Communicate effectively, maintain relationships Follow any lawful and reasonable instruction from your line manager Act as part of the Executive Support team by assisting other members of the team to achieve common goals Consistently live and be an example of the Company's values Timely reporting of all instances of suspected or proven fraud via the appropriate reporting channel Adherence to the company policies and associated company policies and procedures
Minimum Academic, Professional Qualifications & Experience Bachelor's degree required 5+ years of related experience required in working in an executive assistant role supporting C-Level executives. Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint)
Administrative / Management jobs