Executive Assistant

Industry: Scientific, Research & Development

Job category: Assistant

Location: Randburg

Contract: Permanent

Remuneration: Market Related

EE position: No

The Executive Assistant will have to proactively manage the office of the Group Executive. Provide full administrative and secretarial support to the Group Executive.

• Manage and work closely with the GE performing day to day administrative tasks.
• Plan and schedule critical engagements for the executive, aligning these to the planning and budget cycle.
• Coordinate speaking events and engagements of the GE.
• Ensure that the GE’s calendar/diary is up to date and efficiently managed as changes occur, or new meetings are scheduled.
• Attend to phone calls and messages either through first line response or forwarding as appropriate.
• Review and summarize miscellaneous documents, prepare and outgoing correspondence for the GE.
• Provision of day to day service (internal and external) in the Office of the GE.
• Maintain absolute confidentiality in respect of all tasks and duties performed.
• Undertake ad hoc tasks assigned by Executive Management.

• Reviewing Internal and External Communications: drafting speeches or presentations for the GE.
• Receive guests to the GE’s office including public office and parliament officials including business partners.
• Develop and deliver user-friendly orderly and logical filing system that can be easily accessed when absent.
• Assist the GE in consolidating several management documents for distribution and co-ordinate feedback.
• Manage the flow of documents into and out of the GE’s office and ensure that every document can be accounted for.
• Execute complex assignments with maximum efficiency and confidentiality.

• Manage the procurement of goods and services and execute services within budget.
• Enter Purchase Requisition s (PR) on IFS (ERP Systems).
• Monitor progress to ensure PR is translated into a Purchase Orders (PO) timeously.
• Coordinates collection and preparation of operating reports, such as expenditures and statistical records.
• Ensure that orders and invoices are done.
• Prepare all expense reports for Executive.
• Coordinate and distribute monthly and quarterly reports to Executive.

• Arrange bookings, venues, refreshments, equipment (laptop, projector etc.) for the GE’s Office.
• Take minutes of EXCO, Mancom and Ad hoc meetings.
• Arrange travel and related requirements for the GE.

• 5 years relevant experience or more.
• ERP systems, Excel, Word, PowerPoint, MS-Office.
• Business Acumen.
• Interpersonal skills.
• Multitasking.
• Ability to cope in a stressful and demanding environment.

• Bachelor’s Degree in Office Administration or equivalent.

• Business writing skills.
• Maintain strict confidentiality and exercise discretion.
• Possess strong writing, and communication skills.
• Be attentive and detail-oriented.
• Able to work efficiently within time constraints and deadlines.