Executive Assistant

This well know client constitutes a group of companies with interests in a number of activities including healthcare, retirement holdings, telecommunications and an ISP, utility management and infrastructure installation, property management and related activities. Their ad is as follows:
We are looking for an organized and professional Executive Assistant.
Job purpose: To offer executive and administrative support to the CEO in the management of various companies within the group.

The incumbent would spend 80% of their day accompanying the CEO to  management meetings and would keep accurate minutes of every interaction involving the CEO. You would then need to document the minutes on a daily basis and following up on outstanding tasks and actions.

In addition the incumbent would manage the office administration and all aspects of the public interface.
Requirements:
Duties will include, but are not limited to:
Taking minutes:
• Understand the different businesses within the group
• Attend, record and transcribe minutes of management meetings, working groups and other meetings as required
• Maintain meeting schedules and minute taking calendars
• Ensure minutes of meetings are recorded in an accurate and timely manner
• Drafting and circulating meeting agendas, preparing minutes, communicating meeting reminders, confirming venues and equipment
• Taking rough notes that accurately reflect the decisions and discussion that took place during the meeting
• Responsibilities and ownership must be clearly indicated within the minutes
• Copying and distributing the minutes to all relevant people as detailed in the Participants section
Administrative support:
• Monitor and respond to incoming communications (including complaints) to CEO’s office including phone calls, emails and walk-ins, ensuring correct department distribution
• Keeping track of the call logbook and ensuring that all phone calls are responded to in a courteous and diplomatic manner
• Allocation of car park spaces for qualifying staff
• Ensure that cellphones are issued to qualifying staff members
• Monthly cell phone reimbursement report
• Manage the uniform process for the Group
• Ensure that qualifying employees are fitted for uniforms and that the order is placed
• Ensure that sample ranges are fully stocked and sanitized on a regular basis
• Carry out ad hoc tasks allocated by the CEO and Senior Management when time permits.
Office Management
• Ensure office policies and procedures are adhered to
• Establish and maintain office SOP’s
• General appearance and upkeep of offices
• Manage the administration and support team at the Claremont office, i.e. Receptionist, Housekeeping staff, Concierge and Filing Clerk. This includes providing training on internal processes and systems and ensuring that all necessary functions are appropriately covered
• Conduct performance appraisals with staff
• Maintain office efficiency by planning and implementing office systems, layouts and equipment procurement
• Assist HR with the onboarding process for new employees, i.e. set up of workstation and stationary
Qualifications:
• Relevant University Degree or Diploma. E.g. BComm Degree advantageous
Experience:
• Minimum 3 years’ experience as Office Manager/Administrator or similar role
Skills and Attributes:

• Minimum 5 years exp as an Assistant at an Executive level in a Corporate environment
• Ability and experience taking detailed minutes and converting them to structured reports for the CEO - Min 5 yrs exp handling this function is essential!

Specific Requirements:
• Clear health record
• Clear criminal record
• Clear credit record
• Vaccinated against covid-19 or prepared to be vaccinated prior to commencing job
Normal working hours are Mondays to Fridays from 08h00 until 17h00 with a 45 minute lunch break. The company allows employees, by approval of the direct manager, to work flexi time between 07h00 and 18h00.

If you meet the criteria and would like to apply please send your updated MS Word CV and recent head & shoulders photo to
Please note: The client has given this vacancy to multiple agencies so please do not apply if you have already been submitted for the role, or if you have applied to a similar Job ad directly with the employer online!!