Executive Personal Assistant

The Executive Personal assistant should be resourceful, innovative, and proactive to support the CEO.

This position requires the ability to anticipate needs, think independently to make decisions under pressure, and have good communication skills to share information with their supervisor efficiently and effectively,with a high level of professionalism and confidentiality.

The Executive Personal Assistant is responsible for providing comprehensive support to the CEO and CCO.

This position is based in our Executive offices in the Victoria and Albert, where you will be required to work from.

Job responsibilities

· Manage general office and all secretarial duties.

· Manage information flow in a timely and accurate manner

· Manage executives’ calendars and set up meetings

· Arrange client meetings and manage CEO and CCO calendar

· Acting as the first person of contact for staff, guests and clients

· Make travel and accommodation arrangements for the executive team

· Rack daily expenses and prepare weekly, monthly or quarterly reports

· Oversee the performance of other clerical staff

· Act as an office manager by keeping up with office supply inventory

· Format information for internal and external communication – memos, emails,

presentations, reports

· Take minutes during meetings during Executive meetings, editing and formatting as per

the company standard.

· Co-ordinate meetings and diaries, setting up of appraisals and weekly/ monthly meetings

for various departments.

· Reporting of faulty office equipment

· Office maintenance and housekeeping management.

· Screen and direct phone calls and distribute correspondence

· Organize and maintain the office filing system

· Handling accommodation, flights, transfers, and entertainment bookings for VIP guests when requested by Senior Management.

· Prepare itineraries and travel arrangements inclusive of visa applications, passport

renewal, flights, hotels, car rentals and logistics with ease for staff in the Executive Offices.

· Conducting or preparing any research that the reporting manager may require

· Maintains office supplies inventory by checking stock to determine inventory level;

anticipating needed supplies; evaluating new office products; placing and expediting

orders for supplies; verifying receipt of supplies.

· Making scheduling changes with minimal involvement by the executive leadership. Plans,

coordinates and ensures the executive leadership’s schedule is followed and adhered to.

· Prepare itineraries and travel arrangements inclusive of visa applications, passport

renewal, flights, hotels, car rentals and logistics with ease for staff in the Executive Offices.

· Organising annual conference for the group. Liaising with staff and suppliers for travel

arrangements, set up and breakdown of conferences. Menu planning, invitations,

presentation times, gifting, award presentations, general event organisation and logistic

arrangement for gaming.

· Handles information of a highly confidential and critical nature on a regular basis.

Provide administrative support to the executive and members of the team. Some areas may include scheduling meetings, maintain, and update executives’ daily calendar, managing incoming and outgoing phone calls, drafting correspondence, creating spreadsheets and presentations, preparation of expense reports, mailing or overnighting letters/packages, establishing and maintaining electronic and paper files.

Various ad hoc requests.

Qualifications

• Matric as well as Secretarial Diploma will be an advantage
• 3 – 5 year’s secretarial experience.
• Expert in Word, Excel and Power Point.
• Good inter-personal skills.
• Demonstrative skills in planning, organizing and general administration
• Attention to detail
• Good interpretation and problem solving skills
• Client service orientation
• Ability to manage expectations and work to deadlines and word under pressure
• Highly self-motivated with the ability to work without supervision
• Excellent time management skills
• Flexibility and responsiveness in approach
• Ability to manage people
• Candidate must be outgoing, professional, able to engage senior executives & players in a professional & courteous manner and make them feel at ease.
• Be discreet when dealing with confidential information
• Have a good standard of English, spelling and grammar

Flexible working hours when requiredhe Workflow Assistant is to help execute day-to-day tasks efficiently and provide administrative support for our management. You will be required to coordinate and collaborate with management and the employees.

2. Responsibilities & Duties

The responsibility of the Workflow Assistant is not exhaustive and may change from time-to-time as decided by Management. We are a high impact, rapid progression organisation. Your contribution will help improve the workflow and process of the business, and therefore, the efficiency.

• Hands-on experience with various administrative tasks and support the managers in all executive tasks.
• Efficiency in how to organize and multitask multiple deadlines and projects.
• Learn on the job about the best practices in the industry.
• Exposure to the industry and working with experts.
• Provide executive and administrative support to the manager in all required tasks.
• Act as a mediator between external clients and business, employees, and the manager to convey information.
• Attend phone calls and take messages on behalf of the manager.
• Screen emails and letters that are received before passing them to the manager if necessary.
• Schedule appointments and set up venues for the same.
• Coordinate all travel arrangements- booking flights, booking international and national accommodations.
• Taking notes and minutes of meetings.
• Creating reports using information and data provided for presentation.
• Maintain an efficient filing system
• Maintain an inventory of all office supplies and regularly ensure they are stocked.

Knowledge, Skills, and Abilities

• Must at least be a high school graduate.
• Prior experience in an office environment or as an assistant.
• Good computer skills and knowledge of software like MS Office.
• Good communication and people skills.
• Strong time management, organisation, and multitasking skills.
• Proficiency in business writing.
• Knowledge of the best office supplies, gadgets, and applications.
• Good professional ethics and integrity

Work Location: In person