Executive PA
5 months ago
Johannesburg, Gauteng, Saudi Arabia
BCE Foodservice Equipment
Full time
Main duties will include but will not be limited to:
- Execute a broad variety of administrative tasks that facilitate the executive member's abilities to effectively lead the organisation, including assisting with special projects;
- Keep abreast with best practises within our industry to enable the executive members to effectively respond to the market and all relevant stakeholders.
Schedule Management:
- Manage the executive members calendar, including scheduling meetings, appointments, and travel arrangements.
- Coordinate and prioritise the executive's commitments, ensuring optimal use of their time.
- Proactively anticipate schedule conflicts and resolve them efficiently.
Correspondence and Communication:
- Handle incoming and outgoing communications, including emails, phone calls, and mail.
- Draft, edit, and proofread correspondence, reports, and presentations.
- Maintain professionalism and confidentiality in all communications
Meeting and Event Coordination:
- Organize and coordinate meetings, conferences, and events, including logistics, agendas, and materials.
- Prepare meeting documentation, presentations, and minutes.
- Ensure all necessary arrangements, such as venue booking and catering, are made in advance.
Administrative Support:
- Provide general administrative support, such as document management, filing, and record-keeping.
- Prepare and process expense reports, invoices, and other financial documents.
- Assist with research, data analysis, and special projects as required.
- Perform internal and external office communication, email and miscellaneous written correspondence.
- Review, edit and format draft and finalised materials ensuring completeness.
- Other duties as assigned
Qualifications, skills and experience
- Relevant tertiary qualification preference will be given to Degreed candidates
- Five to seven years of experience as an executive assistant or experience in senior executive setting
- Very strong MS office skills Excel, Word, PowerPoint and Outlook
- Driver's License
- Professional and presentable
- Excellent communications skills both verbal and written
Personal Attributes
- A high level of professionalism, integrity, and ethical behaviour
- Must be able to maintain strict confidentiality and exercise discretion in handling sensitive information.
- Must be able to multitask and maintain exceptional attention to detail.
- Excellent interpersonal skills to establish and maintain positive working relationships with executives, colleagues, and external stakeholders.
- Flexibility to work with various executive team members, all levels of internal management and staff, as well as outside clients and suppliers.
- Must be proactive and be able to anticipate the needs of the team and take initiative accordingly.
- Highly reliable, punctual, and responsible to handle tasks independently and meet deadlines consistently.
- Good listening skills and be able to adapt communication style to different individuals and situations.
- Must be able to prioritise tasks, manage competing demands, and remain composed under pressure is crucial.
- Ability to work independently with little or no supervision.
- Ability and willingness to manage multiple priorities in a professional manner
- Ability to comfortably manage multiple administrative tasks and priority changes