Job category: Others: Administrative Support and SecretarialContract: PermanentRemuneration: Market RelatedEE position: YesIntroductionMedipost Pharmacy is looking for a professional self-driven individual to join their dynamic Management Administrative team in a capacity of an Executive Assistant to support the Group Chief Operating Officer (GCOO) and other C-suite officers as required. Manage day-to-day tasks so the executives can focus on strategic responsibilities. The successful individual will be placed in Gezina (Pretoria).MAIN DUTIES AND RESPONSIBILITIES:Administrative of Information Data Management and FilingLiaise with the relevant stakeholders to ensure that documentation in the department is up to date, i.e., organograms, policies, SOPs, job descriptions, contracts, etc.Follow up on action items regarding performance improvements in line with strategic and operational objectives.Ensure accurate filing system and effective data/information management system.Ensure that classified and confidential documents are kept safe.Travel ManagementManage all elements of the executives' trip and ensure overall success and achievement of trip objectives (i.e. itinerary, meeting agendas, and attendees).Responsible for ensuring all travel arrangements are made in a way that is cost-effective and efficient for business use.Oversee and ensure all travel requisitions and plans for the organisation have no errors.Manage negotiations with travel agencies as required.Reconcile departmental monthly travel expenses through the payroll or finance department.Diary ManagementAs a gate-keeper of the executives' time – ensure that the executives remain sufficiently accessible while keeping them on track with their daily objectives through effective diary management.Arrange appointments and meetings as appropriate and ensuring that they are adequately briefed and have all relevant stakeholders in it.Meet and greet visitors on arrival and escort them to the relevant meeting venue.Ensure coordination of calendars for all meetings, including boardroom bookings and catering arrangements.Events ManagementPlanning and coordination of events.Research and booking of venues.Negotiations with the service providers.Logistics and catering management.Project CoordinationConduct research on required information, compile data and prepare documents for consideration and presentation as required.Coordinate projects and follow through with the relevant stakeholders to ensure completion.Coordination of MeetingsCoordinate and prepare meeting packs for all relevant meetings as required by executives, including the compilation of presentations where required.Transcribe minutes and distribute them to relevant stakeholders.Follow up on action items to ensure that deadlines are met.Report WritingCompile the relevant monthly/quarterly/annual reports as required and distribute them to relevant stakeholders.Engage with the relevant internal stakeholders to ensure that accurate information is collated for reporting purposes.AdhocPerform any ad hoc duties that may be required by the department or business as and when required.Uphold company core valuesIntegrate company core values in day-to-day activities to embrace business culture.Specific Requirements/Other important informationManagement of the Group COO's calendar, and other executives as required, by scheduling meetings, appointments, and events.Screen and prioritize phone calls, emails, and other communication on behalf of the executives.Plan the executives travel arrangements, including flight bookings, accommodation, transportation, and creating itineraries for business trips.Create and edit documents, reports, and presentations to support the executives in their work.Act as the initial point of contact for the executives and respond to internal and external stakeholders promptly and professionally.Organize key documents, ensure secure filing and record-keeping, report expenses, and manage office supplies efficiently.Required ExperienceMinimum of 3 years executive assistant or general office administration experience at a senior or executive management level.Multiple calendar management.QualificationsGrade 12 National Certificate or Diploma in Administration or Office Management/Equivalent Secretarial Qualification.TransportationDrivers licence and own vehicle.Training RequiredCompany Policies and Standard Operating Procedures.Technical SkillsProficient with using various operating systems such as Microsoft Windows and troubleshooting technical issues.Skilled in managing multiple tasks through efficient time management and prioritization.Familiar with Microsoft Office and Google Suite to create and edit documents, spreadsheets, and presentations.Quick at typing notes, transcribing meeting minutes, and responding to urgent correspondence.Soft Skills and TraitsExcellent written and verbal communication skills to convey information professionally, promptly, and accurately.Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.Strong attention to detail and quick at spotting errors in documents, data and correspondence.Efficient with managing time, prioritizing tasks, and streamlining workflows to meet deadlines.Capable of adapting to changing circumstances, unexpected challenges, and the executives' evolving needs.Can proactively identify problems that may arise in the executives' work and find effective solutions.
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