Executive Assistant - Parow, South Africa - The Foschini Group

The Foschini Group
The Foschini Group
Verified Company
Parow, South Africa

1 week ago

Thabo Mthembu

Posted by:

Thabo Mthembu

beBee Recruiter
Description

Job ID:17016
Position Type:
Full-Time
Job Function:Administration / Support
Workplace Type:Head Office
Division:TFG Exec Management (Operating Board)
Province:Western Cape
Location:Cape Town North
Suburb:Parow (Parow)Position Description:

Executive Assistant

Parow, Cape Town

Permanent

The opportunity:


An exciting opportunity has become available for an experienced, self-motivated, meticulous and efficient individual to join TFG as an Executive Assistant.


Responsibilities:

Relationship Management

  • Telephone calls to be screened & messages taken
  • Effective relations with key stakeholders, employees, management and Ops and Supervisory Boards 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 Director or the responsible Line Manager if necessary
  • Effective handling of irate customers in some instances a professional and calm manner and ensuring that follow ups are done and the customer is satisfied
  • Must be able to form strong relationships with other Board EA's and ensure effective coordination especially if Board members are travelling together
  • Ability to deal with highly confidential executive information
  • Attend to personal matters of the Director when requested
Travel Management

  • Local travel arrangement for Board Director to be organised as required
  • International travel arrangements for Board Director to be captured via online system or travel office (including VISA's, flights, accommodation car hire, forex). At least 5 years' experience arranging extensive executive travel especially International travel
  • SAP travel orders to be raised (Extensive International travel by the Board Director)
  • Travel documentation & claims to be submitted timeously
Administration

  • General office administration
  • Extensive Diary management
  • Yearend and major holiday periods leave schedules to be coordinated
  • Filing, scanning, shredding & photocopying and binding board packs
  • Personal business for Board Director to be carried out, when required
  • Stationery to be procured as and when needed
  • Maintenance of company equipment to be arranged (photocopier, phones, aircon, lights, electrical fittings).
  • Staff announcements & notices to be communicated
  • Meeting dates for Exco & Other external stakeholders to be set for new year and Outlook invites to be sent to attendees
Event management

  • Conference rooms/venues to be booked for functions, meetings, strategy sessions and breakaways.

Requirements:


  • Matric essential, Postgraduate desirable
  • Relevant Secretarial, Office Management and Administrative qualification or experience particularly at executive level
  • Extensive experience working with Board Directors of listed companies
  • Proficient in MS Office [Excel, Advanced PowerPoint, Word]
  • Proficient in SAP / Oracle or other corporate software (advantageous)
  • Business Writing skills
  • Confidentiality and ability to deal with sensitive highly confidential information (especially market sensitive information)

Key skills include:


  • High customer service orientation
  • High level of Planning and organizing skills dealing with a variety of tasks with conflicting priorities (multitasking) and delivering on time
  • Diary management and scheduling
  • Strong judgement and discretion
  • Strong excel skills
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