Executive Personal Assistant - Centurion, South Africa - Hillpet Construction Management

Description

Responsible for the daily organizational and administrative duties for the Director as well as to oversee the management of the Director's schedule, arrange meetings, and perform clerical tasks.

• Proactively and independently manage the Director's diary (Reminding them of important meetings, tasks and deadlines).
• Arrange meetings when required, follow up on meetings before they take place.
• Screen and handle calls and queries.
• Set up meetings (including phone and video conference meetings, as well as the coordination of times, venues, catering).

• Assist with report and presentation production where required.
• Coordination of submissions required for reporting.
• Coordinate periodic followup meetings with various stakeholders on reported task/project progress.
• Assist in compiling and proofreading high level documents/ reports.
• Print and distribute reporting to relevant stakeholders.

• Professional facilitation of boardroom bookings for functions, meetings and/or strategy sessions.
• Assist with answering phones and welcoming visitors and clients in a manner which represents the Company in a good light.
• Coordinate the setup, catering and clean up for client and internal events and meetings.

• Managing all travel arrangement for the Director including flights, transportation and hotel bookings as well as ensuring best scheduling and best fares.
• Expense claims and reporting.

• Extensive Diary management for the Director (Meeting dates for Exco etc).
• Take minutes of meetings when required.
• Setting business meeting agendas.
• Sending memos.
• Reviewing incoming reports.
• Sending of Executive memorandums and management.
• Must be proficient in communication on a high level with CEOs of other companies.

• Telephone calls to be screened & messages taken.
• Effective relations with employees, management and Ops 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 relevant stakeholders if necessary.
• Effective handling of matters in a professional and calm manner and ensuring follow up is done.

• Stay organised and keep track of important details.
• Handle tasks independently and proactively.
• Communicate effectively, both verbally and in writing.
• Be adaptable and flexible to handle changes.
• Use technology efficiently to help with work tasks.
• Be proactive in being able to preempt the needs of the Director.
• Work independently without being told what to do for every task.
• Understand the importance of confidentiality.
• Have good values that fit with the company.

• Tertiary qualification
• Proven experience as a Personal Assistant or similar executive administrative role.
• Travel arrangements experience (international & domestic).

• Dependent on experience (R R

• Administrative office procedures, practices and equipment: 1 year (preferred)

• Centurion, Gauteng (required)

• Centurion, Gauteng: Relocate before starting work (required)