Executive Assistant (Half day)

Short Job Description: 

A wonderful opportunity for a Part time Executive Assistant, has come available within this exciting financial services firm, based in Monument Park, Pretoria East. The successful incumbent will be required to assist two directors and perform a broad range of Executive Assistant tasks. The work can partially be done from home and partially in office. 

Where will the person be based? (Town/Suburb/work-from-home/remote): 
Pretoria
Select which one of these best describes the role: 
50% or more work from home
Main area of expertise required: 
Executive Assistants
Estimated hours: 
90 hours per month (4,5 hours a day)
Day
Remuneration in ZAR: 
R15k - R17k per month
Remuneration term: 
Monthly
Job posting date: 
Thursday, April 1, 2021
Full Job Description: 

Executive Assistant (Half day), Pretoria East, GP

Minimum Academic Requirements and Experience:

  1. Bachelor’s degree preferred, but not required
  2. Project Management experience (3-5 years)
  3. Administrative experience (3-5 years)
  4. Executive assistant experience (3-5 years)
  5. Experience in managing multiple calendars
  6. Experience in assisting multiple directors
  7. Experience booking travel advantageous
  8. Experience in company secretarial function advantageous

Minimum Core Practical/Technical Requirements: 

  1. Established efficient workflow processes
  2. Excellent verbal and written communication
  3. Ability to effectively coordinate multiple stakeholders including staff, suppliers, customers and executives
  4. Ability to execute complex instructions intuitively and communicate risks and problem areas
  5. Self-starter with the ability to manage general operations independently
  6. Logical mindset and approach to tasks
  7. Interest in problem solving
  8. Strong analytical skills
  9. Good business and contracting acumen
  10. Good at desktop industry and market research and compilation 
  11. High computer literacy
  12. Intermediate working knowledge of Excel formulas and functions advantageous
  13. In-depth understanding of entire MS Office suite
  14. Good working knowledge of Google for Business applications
  15. Working knowledge of SageOne advantageous
  16. Strong technical skillset in terms of software and the ability to upskill quickly on new applications
  17. Ability to drive productivity and profitability by measuring systems and implementing new systems
  18. Strong reporting skills
  19. Serve as an effective gatekeeper

Personality and Interpersonal Skills

  1. Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating telecommunications.
  2. Maintains customer confidence and protects operations by keeping information confidential.
  3. Ability to build strong relationships and maintain them
  4. Ability to streamline functions
  5. Has a passion to learn and grow
  6. Strong interpersonal skills, including written and oral communication skills
  7. Comfort dealing with ambiguity and the ability to work independently
  8. Experience working with, and presenting to, senior executives
  9. Excellent communication and presentation skills; be comfortable interacting with executive-level management

Key Responsibilities

  1. Support to executive directors in all that they may need including productive scheduling and liaising with priority stakeholders on their behalf
  2. Human resources coordination and admin 
  3. Training & orientation of new staff
  4. Recruitment 
  5. Timesheet Management
  6. Staff Leave management
  7. Implementation of the company “code of honour” & team culture
  8. Management of user permissions on software
  9. Supplier Liaison 
  10. General office operation management that includes:
    1. Management of post from post office
    2. Maintaining communication infrastructure like phones, internet connectivity,and all other operational required systems 
    3. IT support coordination
    4. Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer’s instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; and evaluating new equipment and techniques
    5. Procurement and quotations 
    6. Maintains consumable office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; and verifying receipt of supplies.
    7. Travel coordination and planning / admin
    8. Vehicle repairs and maintenance Management
    9. Insurance claim liaison
    10. Provides historical reference by developing and utilizing filing and retrieval systems and recording meeting discussions.

 

  1. Meeting Preparation that includes:
    1. Preparation of internal quarterly meeting board packs
    2. Preparation of internal weekly meeting agendas
    3. Preparation of external non-executive board packs
    4. Preparation of marketing material for sales meetings 
    5. Preparation of sale meeting agendas
    6. Preparation of client meeting agendas
    7. Preparation of stakeholder meeting agendas
  2. Company secretariat
    1. Management of mandates
    2. Meeting minutes 
    3. Transcriptions
    4. NCNDA and stakeholder contract management
    5. Contract Signature Management
    6. Contract Administration
    7. Document editing and formatting

 

  1. Capturing of director tasks on the various task management systems 
  2. Marketing & PR Coordination that includes:
    1. Reminders should directors need to create specific content
    2. Coordinating design work
    3. Coordination of photoshoots
    4. Scheduling speaking & media related opportunities
    5. Conference organizer liaison 
    6. Event coordination
    7. Prospect Follow-ups
  3. Strategy Research and staying abreast of trending articles within the industry
  4. Manage information within data rooms
  5. Filing and maintenance of Company Annual Returns
  6. Director Email management 
  7.  Assisting directors with personal requests such as
    1. Family admin
    2. Leave Management 
    3. Doctors’ appointments 
    4. Other Personal admin
  8. Directors’ communication management
    1. Email Management 
    2. LinkedIn management 
  9. General admin
  10. Completes projects by assigning work to clerical staff and following up on results
  11. Secures information by completing database backups
  12. Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies.

Other Requirements: 

  1. Code 8 Drivers License and own transport
  2. Ability to organize a daily workload by priorities
  3. Must be able to meet deadlines in a fast-paced quickly changing environment
  4. Ability to handle multiple projects in different sectors of the Economy
  5. Ability to work under pressure
  6. Take initiative in resolving internal problems, solution orientated
  7. Attention to detail, and focus
  8. Time management skills
  9. Ability to support the team on other business areas, using logic and creativity to resolve problems
  10. Good administrative and information management skills 

 

Application process:
Before applying check that your CV is comprehensive and that the roles and responsibilities demonstrate your capabilities and experience rather than a list of tasks. Always write in full sentences. You have up to 12 places of previous employment to demonstrate your skills, use as many as you feel are required but always include more than one. Write a motivational email explaining why you should be considered for the role. The motivational email will be seen before the CV and is submitted to the client with the CV. If you have not heard back within 14-21 days please assume the application was not successful.

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