EXECUTIVE PA

SUMMARY:
-

POSITION INFO:

• Manage and maintain directors schedule, diary, travel, vehicle hire and accommodation
• Manage and maintain sales managers travel, vehicle hire and accommodation
• Monitor, screen, respond to and distribute incoming communications
• Prepare Financial Reports for EXCO & Mngt Meetings
• Prepare Base Reports
• Manage Base
• Arrange and Co-Ordinate Management meetings, Team Buildings, Conferences, Road Shows, Early Closings, Year End Functions, Blitz Events, ALL SPECIAL DAYS eg: Women’s Day - Invites, Agenda, Presentations, Drinks, Eats, Venue, Accommodation, Transport, Coaches, Quotes, Payments etc.
• Payments (Purchase Orders, Expense Claim Forms)
• Office Management (Oversee Admin, Ordering Stationery, Maintaining Office Equipment, Quarterly Water Order)
• Maintain Databases (Custrack) – Load Wade’s Custrack weekly
• Marketing (Ordering Business Cards, Quote Folders, Corporate Gifting, Flyers) – Manage stock and distribute accordingly
• Manage Leave (Sick, Annual, Compassionate – All managers and employees)
• New appointments (Setting up of Interviews)
• Daisy & Cancape Fleet Management (Vehicle Inspections, Licensing, Servicing, Repairs, Claims, Windscreen Replacements)
• Laserfiche Leads
• Update Whiteboard with weekly figures received from BA’s, sent to Regional Directors PA.
• Ensure Sales Board is updated by BA’s
• Full and Final Settlement requests / Upgrade & Service Information Requests
• Client queries
• Manage Bar & Events Calendar – Ensure permanently stock as well as mngt. fridges
• Receive and interact with visitors
• Monthly KPI’s
• MAN3000 reports when necessary
• Quotes (Sales Director)
• Biscuits/sweet ordering and management of stock (for clients)
• Assist all sales managers reporting to Sales Director with any quotes / admin etc.

Requirements and Skills

• Minimum 5-8 years’ similar or related experience
• Tertiary education in business administration would be advantageous
• Grade 12/Matric qualification compulsory
• Strong in all Microsoft applications
• Excellent diary management
• Organized with good time management skills
• High standard of accuracy & proficiency
• Telephone and email etiquette
• Timeous handing of administrative duties & completion of work
• Must be able to handle stress within a highly pressurized environment
• Excellent communication skills
• Must have own Vehicle and valid Drivers License