Executive PA

Minimum Requirements:

• Matric Grade 12 (min requirement).
• Qualification in office administration and / or secretarial or similar is preferential.
• 5 - 9 years experience in an Executive PA Role.
• Strong administrative background.
• Computer Literate (min requirement MS Office packages).
• Advanced skills in MS Word & Power Point presentations
• Excellent verbal communication skills.
• Excellent telephone as well as direct communication skills.
• Excellent listening skills.
• Always maintains professionalism.
• Highly organized and neatly presented at all times.
• Responsible and reliable.
• Strictest attention to detail.
• Outstanding time management skills.
• Ability to work independently.
• Must be able to work under pressure.

Responsibilities:

• Gatekeeper for the Executive Team
• Proactively and independently manage Executive diaries (Reminding the manager/executive of important meetings, tasks and deadlines).
• Arrange meetings when required, follow up on meetings before they take place.
• Screen and handle calls and queries.
• Set up meetings (including phone and video conference meetings, as well as the coordination of times, venues, catering).
• Reporting and Presentations
• Assist with report and presentation production where required.
• Co-ordination of submissions required for reporting (Board, Audit and Ad Hoc Reports).
• Co-ordinate periodic follow-up meetings with various stakeholders on reported task/project progress.
• Assist in compiling and proof-reading high level documents/ reports.
• Print and distribute reporting to relevant stakeholders.
• Event and Facility Management
• Professional facilitation of boardroom bookings for functions, meetings and/or strategy sessions.
• Assist with answering phones and welcoming visitors and clients in a manner which represents the Company in a good light.
• Co-ordinate the set-up, catering and clean up for client and internal events and meetings.
• Travel Management
• Visa and Work Permit application co-ordination and management.
• Managing all travel arrangement for Exec Team including flights, transportation and hotel bookings as well as ensuring best scheduling and best fares.
• Expense claims and reporting.
• Travel together with the Exec team as and when required.
• Administration
• Extensive Diary management for the Exec Team (Meeting dates for Exco & Other external stakeholders).
• Take minutes of meetings when required.
• Setting business meeting agendas.
• Sending memos.
• Reviewing incoming reports.
• Sending of Executive memorandums and management.
• Must be proficient in communication on a high level with CEOs of other companies.
• Relationship Management
• Telephone calls to be screened & messages taken.
• Effective relations with employees, management and Ops to be established & maintained.
• Appropriate communication methods to be selected & utilized.
• General queries to be handled with a high level of customer service, responding timeously & referring the query to the relevant stakeholders if necessary.
• Effective handling of matters in a professional and calm manner and ensuring follow up is done.
• Effective relationships to be established with external stakeholders, such as the auditors, consultants & other.
• Act as an office manager by keeping up with office supply inventory.
• Ad Hoc
• General office administration (Filing, scanning, shredding & photocopying and binding board packs).
• Assist the relevant managers with ad hoc work.
• Personal errands for the Exec Team as and when required.