Executive Personal Assistant - Altron Campus Woodmead Block C

eg. Accountant or Accounting or Kempinski



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Executive Personal Assistant - Altron Campus Woodmead Block C





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1. Patiently scroll down and read the job description below.

2. Scroll down and find how to apply or mode of application for this job after the job description.

3. Carefully follow the instructions on how to apply.

4. Always apply for a job by attaching CV with a Cover Letter / Application Letter.


Job Description

To help the executive for whom they work with tasks such as scheduling; reviewing, prioritizing, answering and returning phone calls; organizing documents; maintaining records; taking notes at meetings diary management, travel bookings and any other administrative tasks that help the executive perform their job.

KEY RESPONSIBILITIES:

  • Diary Management of multiple calendars. This might be the Managing Director and other Executives or group of Executives only
  • Maintain contact details database for service providers, vendors, and all other relevant contacts for the MD and Executives in a form of business cards, emails and guest list
  • Raise POs and facilitate payments for the service rendered by the service providers
  • Coordinating and confirming all logistics for appointments, including transportation
  • Liaise with relevant Management teams on the Executive diary needs and scheduling
  • Full responsibility for travel bookings, car hire and accommodation including arrangements of Visa documentation and request for international travel of Executives
  • Provide detailed itineraries for all trips, ensuring all information is also accessible in Outlook, include contact information for all meetings and events
  • Maintain highly confidential information and files for the relevant Executives and the MD and collaborate with human resources on their information where its required
  • Sourcing and Booking of conferences for the Executive Committee as and when required
  • Maintenance of expenses, tracking databases for purchases and returns, gifts, invitations, expenses and acknowledgements
  • Ensure that the MD and/or Executive’s day-to-day responsibilities are managed, prioritized and scheduled appropriately
  • Assist in office management and ordering of refreshments as and when required


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COMMUNICATIONS & WORKING RELATIONSHIPS:

Internal:

  • Executives and MD
  • Management Teams
  • Group Executives
  • Marketing Team

Reasons for Interaction:

  • Day-to-day diary management
  • Internal arrangements
  • Management Review Meetingxternal:
  • Partners and Vendors
  • Service Providers

Reasons for Interaction:

  • Conferences
  • Service offering

QUALIFICATIONS, EXPERIENCE, & SKILLS:

Educational Qualifications and Years of Experience

  • Grade 12 and/or Diploma in Secretarial or any relevant qualification
  • Minimum 5 years of experience supporting senior management executives within a multinational company
  • 4+ years of previous experience providing Administrative and Personal support to Executive-level staff
  • 5 years experience in similar positions (Executive Assistant and Office Support roles, preferably in multinational companies)
  • To be able to deal with people at all levels across a multicultural environment
  • Have availability to travel if necessary and be able to work extra hours if required
  • Used to work for a senior leader in an organisation

Other requirements

  • Typing
  • Answering phones
  • Computer
  • E-mailing
  • Problem-solving and finding solutions
  • Project Management    
  • Setting up of System File Trees
  • Maintenance of record management systems
  • Organising and Planning


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Computer programs:

Office: Excel, Word, PowerPoint, Access      

  • Outlook
  • SharePoint
  • Internet Explorer, Chrome, etc

Behavioural Competencies              

The incumbent is required to have demonstrated the following competencies:

  • Interpersonal skills
  • Prioritisation skills
  • Conflict management
  • Editing of Documents
  • Creating new documents in Word, Excel, PowerPoint
  • Report writing
  • Data capturing to monitor, measure, evaluate and analyse
  • Lead and minutes taking in meetings
  • Basic Office equipment and software use
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