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

 

NB! This job is now closed. You can apply for other jobs by uploading your CV.


 

 

 

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