Executive Personal Assistant

Recruiter:

Staff Solutions Recruitment

Job Ref:

E.L000735/BG

Date posted:

Wednesday, September 28, 2022

Location:

Durban, South Africa

Salary:

Negotiable

SUMMARY:
Opportunity Available!! Our well known client in the Automotive Sector is looking to employ an Executive Personal Assistant to join their dynamic team in Durban.

JOB DESCRIPTION:

Job Description:

Attend to routine administrative/PA duties ensuring the daily operation of the Directors office. Follow up on various projects / actions as per director’s requirements.
Ordering of foreign currencies, travellers’ cheques, booking meetings, receiving executive visitors.
Attend to travel arrangements, car hire and accommodation for the company across three sites. Ordering of foreign currencies, travellers cheques etc. for international travel
Timeous update and distribution of visit schedules
Set-up, arrangement, co-ordination of high profile visits with MD, including company presentation, agenda, set-up, welcome boards, arranging and purchase of gifts, visit photographs, dinner arrangements etc.
Formulation and assembly of presentations to completion for MD and Executive in terms of specific requirements.
Management of internal and external mail
Sourcing and ordering stationery, furniture, and copy paper for Finance department and Executive members.
The handling of travel advances and the reconciliation thereof.
Help compile the budget for the Finance Department and maintain monthly controls on spend against budget.
Liaise with legal counsel, banks, insurance brokers, CIPC and suppliers
All correspondence to cell phone companies, change of contracts, new contracts, cancellation of contracts.
To organise Finance archives and cleaning out of archives on a yearly basis.
To keep the Finance archives up to date.
Complete and manage on a day to day basis Company returns to the Companies and Intellectual Properties Commission
Maintain the Company general registers of contracts. File when new contracts/agreements are received or updated.
Payment of Annual Returns for all companies on CIPC.
Ongoing maintenance of Company statutory records, i.e. guard books and writing of resolutions and minutes.
Correspond with and keep the Company’s FICA status with the banks. Liaise with all banks with regards to facility letters, signatories and daily queries.
The continuously update the phone list, speed dial list and send out monthly telephone reports
Maintain and keep up to date the limits of authority for the order workflow.
Ensure timeous completion of exec and board packs.
Prepare presentations for Board / shareholder meetings
Take minutes at department meetings
Update of MD’s monthly expense submissions including Quarterly submission of expenses to Metair.
Organize and maintain MD’s Strong room/day to day filing and archives including cleaning out of archives on a yearly basis – shredding of documents.
Arrange Courier of Executive documents
Raise orders on JDE when required in line with duties.
Management of Main Boardroom – overhead projector and network check.

Job Requirements:

Matric (bachelor’s pass). Further qualifications in administration or similar.
5-7 years’ experience in senior PA position or office administration position.
Strong Computer literacy skills in Microsoft Office – Powerpoint, Excel, Word, Internet Search Engines
Proficient in report generation and presentations

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