Hiring an Executive Personal Assistant for our client in Cape Town - Oasis Group Holdings Market Related - Cape Town Region
Careerline Recruitment
To perform a supporting and cohesive role to the Executive and the business by executing, organising and co-ordinating all administrative functions to optimise the Executive's time, thereby ensuring the Executives efficiency and effectiveness to focus on strategic deliverables. Key Performance Areas / Job Responsibilities: Manage and maintain the Executive's diary, setup and arrange meetings, liaise with internal and external parties requiring ad hoc audience with the Executive. Ensure that preparation has been made for all meetings: Meeting notes / packs / documents have been received well in advance Time has been scheduled for preparation. Filter emails, highlight urgent correspondence and print attachments. Ensure busy diary commitments, papers, and travel arrangements are managed effectively. Manage a daily folder with diary, necessary papers, reports and memoranda for immediate attention. Conduct weekly diary meetings with the Executive to discuss upcoming engagements, invitations and other requests. Schedule meetings, on behalf of the Executive, between him and his direct reports and the committees and groups to which he is a member. Coordinate travel and accommodation requirements in connection with others. Filter general information, queries, phone calls and invitations to the Executive by redirecting. Ensure that the Executive is fully prepared for all engagements. Keep and maintain an accurate record of papers, notes and electronic correspondence. Prepare business correspondence on behalf of the Executive, including the drafting of general replies and the taking of dictation. Minute general meetings as required and research matters on behalf of the Executive. Maintain a detailed electronic and hard copy filing system. Ensure guests meeting with the Executive are assisted and their needs addressed. Provide a service that is in line with the Executive's work habits and preferences. Ensure that the calendar for the year ahead is comprehensively planned with the Executive covering daily / weekly / monthly and quarterly meetings. Ensure all deadlines are met and formally escalated to the Executive. Responsible to ensure that proper electronic recordings, action points, and signed minutes are produced and saved/filed in the Executive's records. It is important to ensure that there is strict adherence to deadlines, and accountability to ensure that all standing information is required by the Executive on deadline. Attend to personal matters of the Executive in the strictest confidence. Bachelor degree 6 years of experience in a related field. Demonstrable experience in an administration/executive assistant/PA role in a highly pressurised environment requiring tact, judgment and discretion in handling internal and external contacts (essential). Experience of diary management/researching and booking of travel and accommodation (essential). Experience of successfully working with senior management (essential). Must Have Competencies Ability to manage and hold accountable. Excellent communication, reporting and interpersonal skills, verbal and written. Strong ability to follow detailed methodologies. Capability to effectively multitask and strong co-ordination and planning skills. Well organised, disciplined and logical. Positive, patient and influential. Proactive. Ability to handle last minute changes.
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