SUMMARY:
Executive Assistant to the CEO and CSO required for our dynamic and stable Client situated in the Buccleuch area with a Post Matric education (Bachelor's or B.Com), excellent computer literacy and outstanding PowerPoint skills, reliable vehicle and valid licence.

POSITION INFO:

Job Purpose / Scope of Position

The Executive Assistant will provide high-level administrative support for the Group CEO and CSO to ensure they can efficiently accomplish key tasks and company initiatives. They will keep the executive’s communications organised so that they can easily access the most important information without having to sort through low-priority items. The EA will screen all visitors and determine what level of support they need while offering polite, professional customer service. They will manage the executive’s daily calendar, including scheduling meetings, confirming appointments, writing itineraries, and arranging for transportation. Responsibilities will include preparation of reports, collecting and analysing information through proficient data analysis using MSOffice. Preparation of presentations for customer meetings will be an integral part of the EA’s role. The successful candidate will be able to develop creative solutions to problems, complete projects accurately, make last-minute decisions and effectively communicate with internal and external stakeholders

Key Accountabilities

• Provide support to the Executives as the first point of contact, analyse and assess requests to prioritise matters, and initiate action exercising discretion and maintaining confidentiality to facilitate the optimal use of the Executive’s time.
• Manage the Executive’s diary appointments, records and correspondence, coordinate travel arrangements and schedule and support meetings to facilitate the effective management of the Executive’s operational area/directorate/division.
• Prepare, coordinate, and review high level communication including submissions, briefing notes and correspondence, to respond to issues and enquiries.
• Analyse data, prepare complex Presentations from start to finish for internal as well as customer meetings.
• Provide quality and efficient administrative services by taking initiative, exercising discretion, and maintaining confidentiality to support executives’ contribution to the achievement of agency objectives. 

Core Activities:

• Manage and maintain executive schedules, including scheduling travel and conferences, making appointments, and making changes to appointments.
• Answering and directing calls to appropriate executives and parties, taking messages.
• Greeting visitors and determining access to appropriate parties.
• Opening, sorting, and distributing correspondence, including email, faxes, and snail mail.
• Prepare reports, collect, and analyse information; prepare presentations for internal or customer meetings.
• Follow-up of action points noted on minutes from MANCO meetings.
• Data analysis; Proficient in Access, MS Word, Excel, Outlook. Perform filtering and sorting of data, V-lookup, and other functions.
• Coordinate expenses
• Prepare executive responses to routine memos, letters, or correspondence.
• Professionally handle sensitive information and maintain complete confidentiality and discretion.

Knowledge / Skills:

• Post Matric education – Bachelor’s or BCom Degree
• Whizz in use of Microsoft Office Suite (Outlook, Excel, PowerPoint, and Word) and proficient in learning new programmes.
• 5 years’ experience as an Executive Assistant.
• Valid driver’s license and own reliable vehicle.
• Superior organizational and time management skills.
• Excellent verbal and written communication skills.
• Express commitment to high-quality work product.
• Demonstrated experience working with staff and senior management.
• Responsive and collaborative work style, with a ‘can-do’ attitude
• Experience with reporting, analysing and presenting quantitative and qualitive information.

 Aptitude and Disposition:

• Self-motivate, proactive and forward thinking.
• Confident personality and capable of being persistent when necessary.
• Diplomatic and tactful.
• Extremely detail orientated and organised.
• Creative, high-energy, hands on professional.
• Maintain a positive attitude and willingness to work with all team members.
• Ability to work independently and multi-task in a fast-paced environment.
• Discrete concerning confidential or sensitive information.

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