Executive PA, Johannesburg

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 telephone as well as direct communication skills. Highly organized and neatly presented at all times. Responsible and reliable. Strictest attention to detail. 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 ManagementTelephone 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.

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