Executive Assistant

Responsibilities:

Executive Assistance:

• Maintain customer confidence and protect operations by keeping information confidential
• Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
• Update Managing Director on the status of important corporate clients
• Act as a first point of contact by representing the company in a positive and professional manner
• Provide customers and visitors with information on the company’s services
• Assist Managing Director in the compilation of presentations and submissions
• Aid in completing financial spreadsheets
• Record minutes of Exco meetings and distribute timeously
• Act as liaison between departments to facilitate communication at the executive level

Scheduling, Planning and Time Management:

• Conserve Managing Director’s time by reading, researching and routing correspondence; drafting letters and documents; collecting and analysing information and initiating telecommunications
• Maintain Managing Director’s appointment schedules by planning and scheduling meetings, conferences, teleconferences and travel
• Events – like staff meetings and luncheons
• Provide project support by managing research activities
• Assist Managing Director with scheduling appointments as well as planning and managing events
• Assist Managing Director with the prioritization of mailbox and assist with answering relevant e-mails
• Manage travel and logistics details for Managing Director
• Manage office budgets and prepare budget addition requests and spreadsheets as requested
• Schedule and organise departmental project activities

Working with documentation:

• Produce information by transcribing, formatting, inputting, editing, retrieving, copying and transmitting text, data and graphics
• Prepare reports by collecting and analysing information
• Secure information by completing database backups
• Provide historical reference by developing and utilising filing and retrieval systems
• Create and deliver presentations in order to facilitate staff inductions
• Analyse important data and create reports for the benefit of Managing Director’s review
• Manage both paper and electronic filing systems
• Prepare event briefing materials for Managing Director
• Process monthly expenses, generate and manage correspondence
• Coordinate tender submissions
• Coordinate board pack submissions and oversee delivery against action logs

Information displayed above not limited to advertisement.

Please consider your application as unsuccessful if you have not received a response within 14 days of submitting your application.