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  • Executive Personal Assistant - Johannesburg - Charm Recruit

    Charm Recruit
    Charm Recruit Johannesburg

    6 days ago

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    Description

    Job Description

    A highly skilled and experienced Executive PA is required to provide administrative support to the Director. The ideal candidate will have 5-7 years of experience working in various areas of the business, including operations, finance, and project management.

    The successful candidate will be responsible for calendar management, communication liaison, project coordination, document preparation, research, budget management, client relations, office management, event planning, personal assistance, procurement, project coordination, strategic planning, team leadership, budget management, operations management, client relations, business development, compliance and risk management, marketing and branding, performance evaluation, vendor management, sales, accounting, market research, digital marketing, advertising, client engagement, collaboration, and performance analysis.

    The job requires excellent organizational, time management, and communication skills, as well as the ability to multitask and work under pressure. The successful candidate will be well-presented, professional, and able to maintain confidentiality at all times.

    Responsibilities:

    • Calendar Management: Scheduling meetings, appointments, and managing travel arrangements for the Director.
    • Communication Liaison: Acting as a first point of contact and handling emails, phone calls, and other communications, ensuring important messages are relayed promptly.
    • Project Coordination: Assisting in the planning and execution of design projects, coordinating timelines, and liaising with clients and vendors.
    • Document Preparation: Preparing reports, presentations, and other documentation needed for meetings or project proposals.
    • Research: Conducting research on design trends, materials, and new business opportunities.
    • Budget Management: Assisting with budget planning, tracking expenses, and preparing financial reports.
    • Client Relations: Managing client interactions, setting up meetings, and ensuring high levels of client satisfaction.
    • Office Management: Overseeing the smooth running of the office, ordering supplies, and managing administrative tasks.
    • Event Planning: Organizing company events, including client presentations, team-building activities, and promotional events.
    • Personal Assistance: Providing personal support to executives, such as managing personal appointments and tasks.
    • Procurement: Identifying and evaluating potential suppliers and vendors for materials, furniture, and other design elements.
    • Negotiating Contracts: Negotiating terms, pricing, and contracts with suppliers to ensure the best deals and quality for the company.
    • Inventory Management: Maintaining inventory levels, tracking stock, and ensuring timely restocking of materials and supplies.
    • Quality Control: Assessing the quality of procured items to ensure they meet the company's standards and client expectations.
    • Order Processing: Placing orders, monitoring delivery schedules, and ensuring that materials arrive on time for projects.
    • Budget Management: Managing procurement budgets, tracking expenses, and ensuring cost-effective purchasing practices.
    • Supplier Relations: Building and maintaining strong relationships with suppliers to ensure smooth and reliable supply chains.
    • Market Research: Conducting market research to stay updated on industry trends, new materials, and innovative products.
    • Compliance: Ensuring all procurement activities comply with legal and company policies, including sustainability and ethical sourcing standards.
    • Record Keeping: Maintaining accurate records of purchases, contracts, and supplier performance for future reference and audits.
    • Cost Management: Evaluating spending operations while seeking ways to improve and enhance the quality of products purchased and the timeliness of deliveries.
    • Project Planning: Assisting in the development of project plans, timelines, and schedules to ensure projects are completed on time and within budget.
    • Resource Allocation: Coordinating the allocation of resources, including materials, equipment, and personnel, to meet project requirements.
    • Client Communication: Serving as a point of contact for clients, providing updates on project progress, and addressing any concerns or changes in requirements.
    • Team Coordination: Facilitating communication and collaboration among team members, including designers, contractors, and suppliers.
    • Budget Tracking: Monitoring project budgets, tracking expenses, and ensuring financial resources are used efficiently.
    • Documentation: Maintaining project documentation, including contracts, permits, and design schedules, to ensure accurate record-keeping.
    • Quality Control: Ensuring that all project deliverables meet the company's quality standards and client expectations.
    • Problem Solving: Identifying and resolving any issues or obstacles that may arise during the course of a project.
    • Vendor Management: Coordinating with vendors and suppliers to ensure timely delivery of materials and services.
    • Reporting: Preparing and presenting regular project status reports to executives and clients.
    • Strategic Planning: Developing and implementing business strategies to achieve company goals and objectives.
    • Team Leadership: Leading, managing, and motivating the team to ensure high performance and employee satisfaction.
    • Budget Management: Overseeing the company's financial activities, including budgeting, forecasting, and financial reporting.
    • Operations Management: Ensuring the smooth operation of day-to-day business activities, including project management and client services.
    • Client Relations: Building and maintaining strong relationships with clients, ensuring high levels of client satisfaction, and addressing any issues that arise.
    • Business Development: Identifying and pursuing new business opportunities to drive growth and profitability.
    • Compliance and Risk Management: Ensuring the company complies with legal and regulatory requirements and managing any potential risks.
    • Marketing and Branding: Overseeing marketing strategies to promote the company's services and enhance its brand image.
    • Performance Evaluation: Monitoring and evaluating the performance of the team and individual employees, providing feedback and support as needed.
    • Vendor Management: Building and maintaining relationships with key suppliers and vendors to ensure quality and timely delivery of materials and services.
    • Sales: Identifying and reaching out to potential clients to generate new business opportunities, establishing and maintaining strong relationships with clients to ensure repeat business and referrals, staying informed about the company's services, materials, and design trends to effectively sell to clients, preparing and delivering compelling sales presentations to showcase the company's capabilities and past projects, preparing quotes and estimates for clients, ensuring accuracy and competitiveness, negotiating terms, pricing, and contracts with clients to close deals while maintaining profitability, tracking sales activities, maintaining records, and preparing regular sales reports for management.
    • Accounting: Preparing and analyzing financial statements, including balance sheets, income statements, and cash flow statements, assisting in the development of budgets, monitoring actual spending against budgets, and preparing budget reports, recording and managing all company expenses, ensuring they are accurately categorized and documented, issuing invoices to clients, tracking payments, and following up on overdue accounts, processing payroll, assisting with payments of salaries, taxes, and other deductions, and ensuring timely payment to employees.
    • Market Research: Conducting research to identify market trends, customer preferences, and potential new markets for services, sourcing of new data base clients for marketing emails and social media.
    • Digital Marketing: Managing online marketing campaigns, including social media, email marketing, and search engine optimization (SEO), overseeing social media marketing (Facebook, Twitter, Instagram etc) updating website and assisting with all marketing.
    • Advertising: Planning and executing advertising campaigns to promote the company's services and attract new clients.
    • Client Engagement: Developing strategies to engage and retain clients.
    • Collaboration: Working closely with the director to ensure marketing materials accurately reflect the company's projects and capabilities.
    • Performance Analysis: Tracking and analyzing the performance of marketing campaigns to determine their effectiveness and make data-driven decisions for future efforts.
    • Supply Chain Management: Overseeing the supply chain to ensure the timely and cost-effective procurement of materials and products.
    • Inventory Control: Managing inventory levels, tracking stock, and ensuring that materials are available when needed for projects.
    • Vendor Coordination: Coordinating with suppliers and vendors to ensure timely delivery of materials and resolving any issues that arise.
    • Shipping and Receiving: Managing the shipping and receiving of materials, furniture, and other design elements, including inspecting deliveries for accuracy and quality.
    • Warehouse Management: Overseeing warehouse operations, including the organization and storage of materials and products.
    • Transportation Logistics: Planning and coordinating the transportation of materials to project sites, ensuring timely and efficient delivery.
    • Project Scheduling: Assisting in the development of project schedules, coordinating the delivery of materials to meet project timelines.
    • Cost Management: Monitoring and controlling logistics costs, identifying opportunities for cost savings and efficiency improvements.
    • Compliance: Ensuring compliance with all relevant regulations and company policies related to logistics and transportation.
    • Problem Solving: Identifying and resolving any logistical issues that may arise during the course of a project.

    Requirements:

    • Must have 5 to 7 years experience working as an Executive PA.
    • Must have experience working in various areas of the business i.e Operations, Finance, Project Management etc.
    • Must have Own vehicle.
    • Software requirements: All Microsoft Office programs (Word, Excel, Power point etc), Outlook.
    • We are looking for someone that has some design background or experience in interior design, decorating etc.
    • Must be available immediately or on short notice.
    • Must be well presented.
    • Must have the ability to multi task and work under pressure.

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