Executive Assistant (POMONA)

Seeking a highly experienced and proactive Executive Assistant to provide seamless administrative and strategic support. The successful candidate will expertly manage a complex schedule, coordinate appointments, and independently resolve issues to ensure the General Manager's focus remains on high-level priorities.

JOB SUMMARY AND GENERAL RESPONSIBILITIES

The Assistant to GM is responsible to provide the General Manager (?GM?) with day-to-day administrative, secretarial and general business support, including performance of communication and operational tasks as instructed, including the management of his calendar, emails, arranging corporate functions and doing presentation drafting, meeting preparation, expense and travel reconciliations and other tasks. This includes but is not limited to:

• Professional, direct and constructive interaction with all individuals across the business, including group directors and senior company and sister company management.
• Maintain an authoritative disposition as the ?gatekeeper? to the GM and his diary, yet remain humble, well-liked and non-political and an important member of the team.
• Oversee and coordinate day-to-day diary and meeting scheduling for GM and assist him with effective planning and time management.
• Prioritize and follow up on multiple incoming and outgoing issues, tasks and concerns for effective email management and communication on behalf of the GM.
• Screening e-mails and taking phone calls to ensure most important items are attended to speedily, which will include answering emails and making calls on behalf of GM so to expedite communication and efficiency.
• Proactively managing GM?s calendar, travelling details and schedules, being aware of different time zones and coordinating these with company management as and when required.
• Plan, coordinate and make all travel and accommodation bookings for GM for local and international travel, as well as any accompanying team or management members.
• Act as first point of contact for incoming GM visitors, guests and clients, ensuring that they are professionally received and that refreshments are provided timeously.
• Drafting comprehensive presentations, professional letters and accurate communication notes, as may be required by the GM. Showing attention to detail, care, accuracy and precise spelling, writing and drafting skills.
• Arranging management and other relevant meetings chaired by the GM, which comprise compilation of meeting and information packs, drafting of agendas and taking professional notes during the meeting and drafting minutes for distribution afterwards.
• Making follow-up notes from such meetings, keeping track of all tasks, sending reminders of action items and follow-up on behalf of GM with other participants and parties.
• Interact with internal and external clients (verbally, in writing or in person) in an appropriate and professional manner, maintaining the Company and GM reputation and standing.
• Proactively and efficiently plan, manage and conclude incoming visitors? trips, travels and events. Such as drafting detailed visit agenda, booking accommodation, travel and internal flights, arranging meals, dinner bookings and attending to visitors? requirements and requests.
• Planning, scheduling and coordination of management and company events, functions and conferences as requested by GM. Using event planners or only internal resources and direct procurement, ensuring budgets are met and function is concluded professionally.
• Assisting company social club and sales teams with planning and coordinating of any teambuilding, workshops, braais, golf days or functions as may be requested.
• Attend to GM?s personal administrative matters, planning and logistical coordinating as may be required and requested. Including personal shopping, procurement and logistical requests, such as driving, collection and deliveries.
• Doing company specific procurement to maintain standards and control, (such as corporate jackets, marketing material, handouts, etc.) ensuring compliance and proper record keeping. As may be requested and directed by the GM.
• Reconcile and submit monthly financial admin on behalf of GM, including credit card recons, fleet card details, travel logbook, cash and forex usage and any direct expense claims or staff debtor costs.
• Work with confidential and very sensitive information, while ensuring absolute confidentiality is maintained at all times.
• Attending to any other related tasks on an ad hoc basis.

LOCATION

Client is based in Pomona, Johannesburg and such other locations or destinations as determined by the Employer from time to time.

REPORTING RELATIONSHIPS

• Reports to: General Manager & CFO.
• Manages None.

SKILLS & REQUIRED COMPETENCIES

• Work well under pressure, an experienced planner and be a self-starter.
• Must take ownership of the functions and tasks, while being dedicated and innovative.
• Excellent communication skills, including written and verbal.
• Sound experience of telephone and email etiquette and hospitality.
• Formal letter writing skills, excellent spelling and typing skills, including proof reading and email drafting.
• Experienced minute taking, preferably shorthand capable, and agenda drafting.
• Advanced Microsoft Office skills, specifically word, power point and excel.
• Output driven with focus on professional and quality work.
• Excellent time management skills.

REQUIRED PERSONAL ATTRIBUTES

• High attention to detail, and the ability to manage more than one task at a time.
• Deadline orientated, with the ability to manage resources and delegates to achieve such deadlines.
• Ability to communicate effectively across all operational levels of the Employer as well as with suppliers, customers and internal teams.
• Ability to work independently as well as part of a team.
• Work effectively under pressure in a fast-paced, time-sensitive environment with shifting priorities and multiple deadlines.
• Ability to maintain absolute confidentiality at all times.

MINIMUM QUALIFICATION AND/OR EXPERIENCE REQUIREMENTS

• Matric certificate, with additional Secretarial / Office Administration / Personal Assist qualification.
• At least 5 years? experience working as a Personal Assistant or Secretary within a fast-paced environment.
• Administration and office coordination experience.
• Event and travel management skills and experience.
• Experience in taking meeting minutes, as well as report and letter writing.
• Valid driver?s License and own vehicle.