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12 Jun 2022

PermanentJob for Executive Personal Assistant Requered

Persona Staff – Posted by JobPost24 Johannesburg, Gauteng, South Africa

Job Description

Job for Executive Personal Assistant Requered

Location: Johannesburg
Job Type: Permanent
Company/Employer: Persona Staff
Job Title: Job for Executive Personal Assistant Requered


Vacancy Details

Reporting to Directors (CEO CFO and COO)

Purpose:  Provide administrative support to all Directors and two other Executive Managers. Duties include general clerical, receptionist and project based work. Project a professional company image through in-person and phone interaction nationally and internationally. Will be assisting in day to day functions and dealing with confidential information

Key Functions and Responsibilities:

  • Professionally prepare daily, weekly, and monthly reports, for both internal and external distribution by drawing information from various specified sources.
  • Prepared all executive committee packs and Board Meeting presentations.
  • Recorded minutes and tracked outcomes of actions identified.
  • Execute various administrative tasks, including scheduling, submission of expense reports, and other correspondence for Executive Team.
  • Plan and book all travel arrangements, including itinerary, car hire and accommodation bookings.
  • Serve as the executive representative in managing and coordinating business related matters, within the scope of the function.
  • Initiated communications, monitored requests, and identified those that required immediate attention.
  • Screen telephone calls and proactively handle all enquiries or requests by sourcing relevant information in order to resolve queries and follow up on resolutions.
  • Plan and optimised the Directors’ time through effective diary management.
  • Scheduled meetings with internal and external stakeholders.
  • Facilitate all arrangements associated with meetings including creating meeting agendas, compiling meeting packs, distributing timeously to relevant parties and catering requirements as necessary.
  • Liaise with managers, CEOs, suppliers, customers, and international contacts in a professional manner.
  • Performed a variety of administrative duties, such as writing letters, sending emails, updating spreadsheets, and creating presentations.
  • Operated with a high degree of independence within a complex and dynamic environment.
  • Utilised a sound understanding of the business as well as the company, its values, and priorities to perform all duties in a professional and confidential manner.
  • Complete numerous ad-hoc tasks when required to better enable the Directors to focus on crucial business matters.
  • Assisted all directors and executive staff on ad-hoc tasks in a confidential manner.
  • General presentation preparation.
  • Organise large company events and plan and execute conferences of 40 people or more.
  • Plan and maintain company advertising, and social media communication.
  • Manage and oversee the office cleaner and receptionist.

Candidate Requirements

Minimum Requirements:

  • 5-8 Years’ Experience as an Executive Personal Assistant.
  • Grade 12 and Valid Driver’s License
  • Diploma in Executive Assistance, Project Management certificate advantageous or a Diploma in any business field
  • Intermediate to advanced Computer literacy MS Excel, Outlook PowerPoint
  • Personal Skills and Competencies Required:
  • Meticulous with great attention to detail
  • Assertive, well spoken with good verbal and written communication skills.
  • Good interpersonal, relationship and people management skills.
  • An efficient and organised individual.
  • Good business writing skills
  • Resilient, able to work under pressure, accepting criticism and dealing calmly and effectively with high stress situations.
  • Responsible when dealing with company resources.
  • Analytical thinking and using logic to address work-related issues.
  • Live the company values.
  • Customer service orientation with a sense of urgency.
  • Ability to deliver results.
  • Ability to work independently, but also as part of a team.
  • Contribute to a positive work environment that contributes to staff morale Any other tasks the Executive team and/or the business may reasonably require from you.

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