Executive Personal Assistant

Minimum Requirements:

• Matric
• Diploma, writing skills, relevant qualification for the role
• Independent, strong personality, ambitious, determined, jack of all trades
• Project Management, research, scheduling, taking dictation, taking messages, taking notes, travel arrangements, travel planning.
• Excellent verbal, written communication skills in English.
• Discretion and confidentiality
• Outstanding organisational and time management skills.
• Good administration & secretarial skills.
• Telephone etiquette and customer service skills
• Software knowledge including Office 365, Word, Excel, Outlook and PowerPoint.
• Enjoys learning new things which will include diverse software including Microsoft Teams, Xero, Nightsbridge, Mailchimp, Chat GPT, Fathom (or similar) and Adobe (esp. Adobe Sign).
• Willing and able to use technology/ AI to simplify tasks and improve performance. Willing and able to upskill.
• Able to creates and revise systems and procedures by analysing operating practices, recordkeeping systems, forms control, office layout, and budgetary and personnel requirements, implementing changes.

Responsibilities (not limited to):

• General support, guidance, calendars, secretarial, minute taking, filing and typing
• Arranging and managing stationary, transportation, medical, insurance, company vehicle fleet, logistics including delivery, tax follow up, payment and account reconciliations, professional and personal errands
• Typing memos, reports, documents, developing presentations, answering phones, training other office staff
• Arranging office support including telephones, emails, messages, boardroom, refreshments, infrastructure, wifi, networks, computers, printers, office furniture, servers and backu

• Collation of monthly management report in Adobe or similar.
• Co-ordination of company meetings and arrangement

• Support role for human resource function including completion of human resource documentation and filing for recruitment, employment, monthly salary run, leave schedules and termination
• Develops administrative staff by providing information, educational opportunities, and experiential growth opportunities.
• Resolves administrative problems by coordinating preparation of reports, analysing data, and identifying solutions.
• Completes operational requirements by scheduling and assigning administrative projects, expediting work results.
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
• Contributes to team effort by accomplishing related results as needed.