Job Description

Executive PA

Our client, a Cape Town-based provider of high-quality, premium domestic heating solutions is looking for an experienced and reliable Executive PA to provide high-level administrative and office support for the company Director.

Responsibilities

• Procurement

• Emailing suppliers following expos and reaching out to get info for prices. Compiling the information into folders, analyzing the information, and condensing it to achieve the best supplier option.
• Getting Shipping Quotes
• Following up on shipments with shippers, clearing agents, and suppliers
• Act as the main point of contact between the director and internal and external stakeholders
• Manage the directorxe2x80x99s calendars and appointments and ensure they are well-prepared for meetings.
• Data analysis.
• Arrange and coordinate travel and accommodation for the executives and handle their expense reports.
• Following up on tasks on the directorsxe2x80x99 behalf.
• Oversee the performance of other clerical staff.
• Assisting with Performance Review documentation and Bonus calculations.
• Draft and edit correspondence, reports, presentations, and other documents for the director.
• Organize and facilitate internal and external events and meetings on behalf of the Director, ensuring all the necessary requirements are met, such as venue, equipment, presentations, and agendas.
• Perform other administrative and clerical duties as assigned.
• Taking minutes when required
• Distributing comprehensive minutes and action points to all members post-meeting.
• Reconciling invoices
• Managing projects
• Act as an office manager, when needed.
• HR Assistance e.g., leave schedules.
• Day-to-day personal assistance to the director.

Requirements:

• Tertiary education in business administration or management, for example a BCom Business Management degree.
• At least 3 years of experience as an executive PA or a similar role in a corporate environment.
• Valid South Africa driverxe2x80x99s license with a reliable vehicle.
• A fast learner.
• Always willing to go the extra mile.
• Willing to work late when needed.
• A basic technical understanding of machinery equipment and technology would be advantageous as it is a technical company.
• Excellent verbal and written communication skills in English
• Proficiency in MS Office and other office software and tools
• Ability to multitask, prioritize, and work under pressure.
• A positive, flexible, and service-oriented attitude.
• Diary management experience

Characteristics:

In addition to the specified requirements, a top-notch Executive PA should possess the following key characteristics:

• Proactive and Anticipatory:

• Demonstrates a proactive mindset by anticipating the needs and preferences of the director before they are expressed.
• Takes initiative to address potential issues and streamline processes without constant supervision.
• Exceptional Organizational Skills:

• Manages multiple tasks, projects, and priorities with a high degree of organization.
• Exhibits meticulous attention to detail in all aspects of administrative work, ensuring accuracy and thoroughness.
• Effective Communication:

• Communicates clearly and professionally, both verbally and in writing.
• Can adapt communication style to interact seamlessly with various stakeholders, including executives, clients, and internal staff.
• Adaptability and Flexibility:

• Adapts quickly to changing priorities, unexpected challenges, and evolving situations.
• Demonstrates flexibility in work hours and tasks to meet the dynamic needs of the director and the organization.
• Confidentiality and Discretion:

• Handles sensitive information with the utmost confidentiality and discretion.
• Understands the importance of maintaining confidentiality in all aspects of the role.
• Problem-Solving Abilities:

• Exhibits strong problem-solving skills, finding effective solutions to challenges that may arise in day-to-day operations.
• Can think critically and make sound decisions in high-pressure situations.
• Tech-Savvy:

• Demonstrates a proficiency in utilizing various office gadgets, applications, and technology.
• Stays updated on advancements in office software and tools to enhance efficiency.
• Team Player:

• Collaborates effectively with other team members and departments to achieve organizational goals.
• Provides support to colleagues when needed and fosters a positive working environment.
• Professional Demeanor:

• Presents a professional and polished image in all interactions, both internally and externally.
• Represents the director and the organization with professionalism and courtesy.
• Time Management:

• Prioritizes tasks effectively, ensuring deadlines are met and schedules are well-organized.
• Manages time efficiently to handle a variety of responsibilities without compromising quality.

These characteristics, in addition to the specified requirements, will contribute to the success of the Executive PA in supporting the director and maintaining a high standard of administrative excellence.

Remunerations

• Between R25 000 and R35 000 based on experience.

The Key Recruitment Group