Executive Personal Assistant (EPA) needed urgently: APPLY HERE
KEY RESPONSIBILITIES:
Office management and administrative duties
Manage, coordinate and maintain calendar of the executive including appointments, meetings and travel.
Responsible for organising of internal and external meetings on behalf of the executive ensuring all necessary requirements are made e.g. meeting venue, equipment, presentations and agenda.
Responsible for organising executive travel and logistics including flights, visa requirements, hotel accommodation, car rental, meeting schedules while travelling and completing expenses.
Monitor and respond to incoming communications (including complaints) to executive’s office including phone calls, emails and walk-ins and direct them accordingly.
Provide secretarial support for meetings, including drafting and circulating meeting agendas, preparing minutes, communicating meeting reminders, confirming venues and arranging refreshments.
Write and distribute comprehensive minutes and action points to all members post meeting.
Conduct research, draft and write high quality reports and presentations, as required by the executive.
Communicate important updates and information to company employees as required by the executive were applicable.
Provide executive and administrative support.
Manage and review filing and office systems.
Collate, file expenses and ensure that payments are processed timeously
Manage ad hoc projects.
Liaise with clients, suppliers and other employees.
Meet and greet visitors at all levels of seniority.
COMMUNICATIONS & WORKING RELATIONSHIPS:
Internal:
Executives
Employees
Reasons for Interaction:
Align on purpose and execution of duties
Liaise with executives frequently to discuss their needs
Liaise with employees for sourcing and sharing information
Provide the necessary support to employees as required by the executive
Delegate work to employees in the absence of the executive and on instruction
External:
Customers
Travel agents
Service providers
Reasons for Interaction:
Respond to customer requirements courteously and timeously
Provide necessary information
Address problems and direct complaints
To arrange travel bookings and mitigate risks
Ensure services are delivered according to required standards
Follow through on actions
Ensure processing of payments where required
Job Requirements:
QUALIFICATIONS, EXPERIENCE, & SKILLS:
Educational Qualifications:
High school or equivalent diploma
Personal Assistant / Secretarial Diploma or Certificate
A Bachelors’ degree is an advantage
Sound Microsoft Office knowledge
Advanced PowerPoint
Sage VIP (Payroll) would be an added advantage
Demonstrated experience with Microsoft Office
Demonstrated experience with high efficiency and accuracy of typing and word
Experience with complex telephone systems, conference calling facilities and internal telephone transfers
Internet savviness
Years of Experience
3-5 years’ experience in a Personal Assistant role
6+ years’ experience in an Executive Personal Assistant role
Skills and attributes
Fluent in English
Clerical skills
Telephone skills
Client Relations skills
Designing and Maintaining Filing System
Organizing Meetings
Maintain Calendars
Record Keeping
Travel Arrangements
Typing
Event Planning
Preparing Reports
Processing Expense Reports
Taking Meeting Minutes
Discretion and trustworthiness
Professionalism
Flexibility and adaptability
Tact, diplomacy and good judgement
Excellent communication skills (verbal and writing)
Ability to communicate and liaise effectively at all levels and with people of diverse backgrounds
Exceptional attention to detail
Team Player
Flexibility with regards to working hours – may be required to work overtime
High levels of motivation and enthusiasm
Strong worth ethic
Excellent organizational and time management abilities
Excellent interpersonal skills
Ability to work within tight time-frames and in a fast-paced environment
Ability to work autonomously taking direction as needed
Ability to plan and coordinate multiple tasks in a timely manner
Ability to independently solve a range of ad hoc and recurring problems
Be able to stay calm when interacting with others or in difficult situations
Required to have a positive attitude
Apply Now
Source: Indeed
