Executive Personal Assistant - Altron Campus Woodmead Block C

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

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

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