Executive Asisstant - Fidelity Services Group

eg. Accountant or Accounting or Kempinski



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The above position is vacant at Head Office - Midrand, reporting to New business development Executive.

Overall purpose of the job: To effectively and efficiently perform the general secretarial functions and to ensure effective completion of all administration duties. This encompasses handling all documentation/correspondence, filing, office admin, travel arrangements, appointments/meetings, visitors, suppliers/customers.

Duties & Responsibilities:

  • Proactively establish and maintain effective working team relationships with all support departments.
  • Daily update of project board and technical activities..
  • Take ownership of escalated queries, ensuring resolution and follow up with clients.

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  • Work closely with staff members to identify and resolve client queries.
  • To coordinate and book all meetings, clients and management and one to one with individual staff
  • Take minutes at meetings as and when required
  • Ensure that agendas and minutes are distributed timeously
  • Ensure that meetings are co-ordinated ,via email, phone
  • Ensure accurate minutes of meetings are recorded either on a daily, weekly or monthly basis
  • To maintain the General Manager’s diary
  • To type correspondence as and when required
  • To maintain the General Manager’s filing systems
  • To ensure all outgoing documentation/ is distributed
  • To screen all documentation/correspondence for the General Manager, prioritise it and obtain required information from all departments
  • To answer and screen all calls to the General Manager
  • Control of purchase orders
  • Telephonic assistance with any problems/complaints that reach the Commercial Sales department
  • To make travel and accommodation arrangements for the General Manager or other individuals when required
  • Ensure that travel and accommodation arrangements are within budget
  • To screen and receive any visitors to the General Manager’s office, ensuring clients are comfortable and refreshed
  • To carry out any ad-hoc functions which the HOD may require from time to time.
  • To assist any staff requiring an appointment with the General Manager

 

Customer Service

  • Internal customer focus – maintain good internal customer relations, adhering to policies, guidelines, departmental processes and highlight key deliverables
  • Assisting with resolution of customer complaints providing feedback and driving to solution or escalation

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Skills and behavioural competencies:

  • Delivery-orientated and deadline-driven
  • Sensitivity to confidential matters is required
  • High emotional intelligence (EQ) required
  • Attention to detail
  • Professional interpersonal communication (written and verbal)
  • Self-Confidence
  • Able to function in an unstructured environment
  • Build relationships across the business
  • Ownership and accountability
  • Decision making

 

Leadership Essentials:

  • Enterprise mindset
  • Customer focus
  • Execution
  • Collaborate across boundaries
  • Courage
  • Agility

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Minimum qualifications and experience:

  • 3+ years in an Executive Assistant capacity to Executive/Senior Management
  • Office Management experience
  • Advanced Microsoft Office knowledge/experience

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