Executive Assistant - Fourways, South Africa - Omnia (Pty) LTD

Omnia (Pty) LTD

Verified Company

Fourways, South Africa

1 week ago

Posted by:

Thabo Mthembu

beBee Recruiter

Description

Overview:

The purpose of the role is to provide high quality executive personal assistance and administrative support to the COO and FD.

The Executive Personal Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Executives.

The Executive Personal Assistant serves as a liaison to the Board of Directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.

Qualifications:

Matric
Tertiary Qualification will be an advantage
Secratarial Diploma of qualification in Business administration will be an advantage

Experience:

5+ years' experience working with Board and Executive level
Proven track record of effectively interacting with senior management
Effective, versatile and actionoriented
Excellent communication skills, inclusive of written English
Ability to gather data, compile information, and prepare reports
Ability to perform complex tasks and to prioritize multiple projects
Experience with data analysis

Duties:

Provides direct support to the COO and FD

Manage and support the Executives, as required additional Directors, diaries to ensure efficient planning and prioritising.
Plans, coordinates, and ensures the Executives schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating winwin situations for direct access to the Executive's time and office.
Works closely and effectively with the Executives to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Keep the Executives updated on issues taking place in the environment.
Successfully completes critical aspects of deliverables with a handson approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Executives ability to effectively lead the company.
Prioritizes conflicting needs; handles matter expeditiously, proactively, and followsthrough on projects to successful completion, often with deadline pressures.
Provide a welcoming and hospitable environment for all internal and external visitors.
Create a professional and courteous environment in respect of all internal and external communication.
Ensure and maintain the neatness and professional image of the executive suite by liaising with respective or relevant parties that support this function. This will include effectively managing the executive floor, including but not limited to catering, events management, technological equipment, stationary, setting up and cleaning
.

Internal Communication

Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Executives, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect Executives style and organisation policy
Coordinate and manage meetings, events, and gatherings hosted by the Executives.
Manage information flow in a timely and accurate manner.

Operations Management and Office Coordination

Provide operational support by performing a range of routine activities using existing systems and protocols.
Manage boardrooms, offices, and other venues effectively.
Support others by performing a range of facilities management activities
Manage cleaning staff, IT support and other administrative support.
Manage information systems operations including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning.

Business Meetings / Events Arrangement

Schedule appointments make arrangements for meetings and conferences and organise travel plans following detailed instructions to facilitate business meetings.
Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.

Other

Assist Omnia Executives to manage client and customer relationships by using relevant client systems.
Client and Customer Management (Internally and Externally).
Safety Officer and First Aider on the executive floor.

Job Competencies:

Cognitive Competencies