Executive Personal Assistant

SUMMARY:
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POSITION INFO:

Key Performance Areas (KPA’s) & Responsibilities

• Provides and often leads a full range of highly confidential secretarial/administrative support, exercising sensitivity, tact, and diplomacy
• Act as the first point of contact for all queries - screen, redirect, and action all incoming matters, following up where required
• Prepares complex correspondence, reports, presentations, agendas, minutes, etc. using business software applications (e.g., word processing and spreadsheets)
• Receives and directs incoming calls, visitors, mail, and e-mail, prioritizing communications as appropriate
• Responsible for maintaining files, records, calendars, and diaries; typically arranges business travel, coordinates meeting arrangements, and tracks expenses
• Participates in the development and implementation of secretarial/administrative standards, policies, and practices
• Compile documents and presentations according to organizational outlines and templates as required
• Complete all business travel arrangements and preparations efficiently and timeously in line with company processes and practices
• Co-ordinate various meetings, conferences, and functions, ensuring that the relevant delegates are timeously invited, appropriate venues are booked, and that necessary equipment, training materials, and refreshments are arranged
• Manage the Executive’s diary, ensuring all meetings and engagements are correctly diarised, that the Executive is aware of and prepared for any upcoming meetings
• Screen incoming telephone calls/emails if required by the Executive, redirecting to relevant individuals where required
• Coordinate and follow up on the receiving of various business reports from other brands
• Assist in the compilation and preparation of Management Reporting, attending and typing up meeting minutes and any follow-up actions.
• Manage internal and external interfaces on behalf of the Executive
• Supporting the Marketing & Communications Manager with the delivery of key communications initiatives
• Proof and upload approved content for the Marketing & Communications Manager or CEO to the CEO’s intranet page. This could include blog content, photos, comments, or status updates.
• Proactively processing the CEO’s expenses and raising POs in a timely manner

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Ideal Requirements

• A secretarial diploma/ qualification would be advantageous
• At least 5 years experience working with senior executives
• Professional skills
• Advanced skills with the full suite of Microsoft Office products, notably Outlook / Excel /PowerPoint / Word
• Proven ability to use a variety of multimedia communication tools (WebEx, video/ teleconferencing) and internal software systems (expenses, procurement, CRM etc.)

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Key Experiences

• Experience of working at Board Level
• Familiar with pressures of global travel
• Excited about working with diverse cultures

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