Our client currently has an opportunity for an Executive PA to provide secretarial and administrative support to assist and enable the Managing Director to manage output, workflow and office deadlines, whilst maintaining a high level of confidentiality and discretion.
The successful incumbent will hold a secretarial/administration certificate together with a minimum of 6 years’ PA/Secretarial experience at an Executive level.
Key Performance Areas
Office Administration – maintain a comprehensive electronic filing system and ensure effective levels of office administration.
Document / report generation and distribution.
PA functions and support for Managing Director and Executives.
SA Travel Champion.
Administration, collation and presentation of all supporting documentation for the annual B-BEE verification process, including maintenance of the online tool.
Carry out specific projects and research as required by the MD.
Divisional support as required.
MD’s Diary and Meetings:
Management of the MD’s diary and appointments.
Coordination, preparation of electronic packs and minute-taking of monthly Executive meetings.
Coordination of monthly business review meetings.
Close liaison with training officer in coordinating off-site meetings (strategy meetings and senior leadership meetings).
Coordination of annual strategic meetings with departments.
Coordination of quarterly employee update meetings by EMEA VP.
Document and report generation:
Compose correspondence and reports for own or MD’s ratification.
Manage and maintain company policy register and updates.
Compilation and distribution of monthly Executive summary report, including contributions from departments and updating margin monitor report.
Assist MD with preparation of quarterly employee update presentations.
Maintain current office systems, including confidential data management and filing.
Company policies – responsible for formatting all updates and filing on the servers.
Organograms – responsible for the regular updating of all company organograms.
Travel champion for SA, with close liaison with global Travel Champion in US.
Close liaison with local travel bookers.
Coordinate all international travel arrangements for the company as well as domestic / continental travel arrangements for MD and his direct reports (including flights, hotels, car rental, visas, insurance, forex, credit card limit increases).
Alignment of company to global travel policy.
Maintain monthly travel report, with assistance from local travel bookers.
Tracking of travellers on International SOS.
Tabulation and submission of monthly credit card and official expenses for self and MD as well as ensuring collation, approval and submission of MD’s direct reports’ expense claims.
Purchase of consumables for MD’s office and for Executive meetings.
Questionnaires / Surveys:
Completion and submission of NAACAM statistical returns (quarterly and annually).
Responsible for collating and preparation of all documentation required for the annual B-BBEE verification process in order to align with Company scorecard goals.
Close liaison with the verification agency and co-ordination of the annual verification.
Liaised and maintains good communication and relationships with all stakeholders and trustees.
Co-ordination of annual Rally to Read events.
Health and Safety:
Attend quarterly LMD H&S Meetings as representative for Executives, providing relevant feedback to MD.
Updating Emergency Procedures and Executive Packs.
Maintaining BulkSMS facility.
Annual collation and distribution of legal H&S appointment letters.
Deputising for the MD, making authorised decisions and delegating work in the manager’s absence.
Use initiative and judgement for prioritization.
Purchasing of consumables for MD’s office and Executive meetings.
Liaising directly with internal and external customers.
Location (country, city): East Rand
Job Qualification & Experience:
Grade 12/University entrance NQF 4.
Minimum 6 years’ PA / Secretarial experience at Executive level.
Management skills – planning and organisation, problem solving, decision making.
Professional proven business communication skills, both verbal and written.
Technical/computer skills – solutions orientated, quality, speed and accuracy (Advanced MS office: Visio; Excel; PowerPoint; Word; Outlook; OneNote).
Analytical skills information extraction, research, report writing.
Life skills – Ability to work under pressure, common sense.
Interpersonal skills – social skills, assertiveness.
Discretion and confidentiality are essential attributes.
Experience of working for an international or multinational organisation.
Proven ability to work under pressure and to tight deadlines.
Our client has a proven reputation for performance, quality, innovation, safety and integrity. They are at the forefront of technological advancement through ongoing research and development and continuous interaction with international research institutions.
This advert is being advertised in collaboration with our recruitment partner MCHIR
Executive Personal Assistant to MD, East Rand – Ref: 716897-14
Executive Personal Assistant
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