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Premier Assistant Personal Executive

Purpose of the job:        
To provide effective office administrative and support function to the designated Executive Managers and teams in order to ensure the smooth running of the office.

Responsibilities

  • To provide administrative support to the designated managers
  • To ensure the confidentiality and security of all documents
  • Act as a front line to the department (greeting and screening of visitors, answering telephone calls etc.)
  • Organising diaries, including the scheduling of meetings, issuing of calendar invites and booking of conference / meeting rooms
  • Maintains an efficient and accurate recording of documents and filing system
  • Responsible for the provision of an effective and accurate diary management service
  • Liaising with all customers on a professional manner
  • Liaising with other team members and departments on behalf of the relevant manager
  • Keeping record of information and preparation of documentation as instructed
  • Responsible for the administration and booking of all travel arrangements and other logistic requirements
  • Preparation of team’s expense and travelling claims
  • Assist with group company board and committee planning, compiling, and circulating board packs
  • Responsible for the planning of departmental events and meetings
  • Managing external service provider’s invoicing and ensuring timeous payment
  • Collating, tracking, and maintaining data sheets for the relevant manager
  • Compile accurate and professional presentations and reports
  • Ensuring all communication goes out timeously
  • Display initiative in the coordination and efficient running of the office
  • Assist with order capturing/Petty cash management and Forex requests as and when required
  • Adhoc requests
Qualification Requirements

  • National Diploma – Administration and Office Management or Business Administration
Experience Requirements

  • 3-5 Years administrative experience at senior management level
  • Excellent semantic skills
  • Impeccable computers skills in all Microsoft Packages (Outlook, Word, Excel, PowerPoint)

 

Key Outputs

Other Requirements:

  • Must be methodical, organised, precise, accurate, neat, and tidy
  • Has the ability to solve a range of ad hoc and recurring problems able to priorities multiple tasks effectively in a fast-paced environment
  • Must be able to cope well with team and remain focused in a time of crisis
  • Must be customer driven and committed to customer satisfaction
  • Must have foresight and anticipate and prepare well in advance, enjoys setting targets and plans activities