Job Description

We are looking for a mature, friendly down to earth, yet highly professional PA to our CEO AM Security Services.

• You will provide full executive support in diary management, administration, travel arrangements and meeting preparation and working on specific projects and research as required. To support and develop key internal and external stakeholder relationships.
• Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Act as a liaison and provide support to the senior management team and other directors.
• Meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials;
• Record meeting minutes and adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.
• Complete a broad variety of administrative tasks that facilitate the CEO's ability to effectively lead the organisation, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing
• Preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage/travel reports.
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO's style and organisation policy.
• Work closely with the CEO to keep him well informed of upcoming commitments and responsibilities.
• Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.
• Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Leadersip Team.
• Replenish office materials such as snacks, printer supplies, paper, office supplies, etc.
• Provide event management support as requested.
• Provide hospitality to all guests and help to create a welcoming environment.
• Answer main phone line and respond to inquiries.
• Invest in building long-lasting relationships both externally and internally.

• A formal qualification in office management will be an advantage, however vocational experience and expertise are more important
• Well-developed and mature Emotional Intelligence
• Strong ability to execute work in a changing environment.
• Significant executive support experience, including supporting C-level executives.
• Expert proficiency with Microsoft Office
• Desktop publishing software; the ability to design and edit graphic presentations and materials will be an advantage.
• Strong verbal and written communication skills in English and Afrikaans
• Exceptional organisational skills and impeccable attention to detail.
• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, and visitors.
• Make appropriate, informed decisions regarding priorities and available time.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Excellent judgment is essential.
• Ability to xe2x80x9cswitch gearsxe2x80x9d at a moment's notice, without getting flustered.