This position will provide proactive administrative, organisational, and logistical service to several Senior Leadership Team Directors & their teams. Act as the point of contact between Directors and internal/external clients
Closing date: Ongoing
Location: Cape Town
Purpose & Overall Relevance for the Organisation:
This position will be of key importance within the organisation and the successful candidate must have previous secretarial and administrative skills at an executive level. The successful candidate must be able to demonstrate the ability to effectively plan and organise their workload and to use their initiative to resolve issues quickly in an appropriate manner.
Key Responsibilities:
- Provide a full range of personal and executive secretarial support to the Directors including general administration work (as well as MD if required).
- Full management of Directors electronic diaries, organising meetings, assessing priority of appointments and reallocation as necessary.
- Manage Directors travel arrangements and expenses (including visas/accommodation) occasionally extending to teams if necessary.
- Process Directors correspondence, ensuring that incoming correspondence is dealt with by the Director or on behalf of the Director, or other staff as appropriate.
- Maintain Directors office systems, including data management, filing, docusign uploads and alive approvals.
- Maintain records of Directors contacts.
- Manage functional team budget T&E and maintain functional org charts.
- Raise functional POs as and when necessary.
- Complete travel and expense reports for the Directors.
- Screen calls, enquiries and requests, and deal with them when appropriate.
- Assist Director in researching and following up with action on matters which fall within the Directors responsibility – chasing responses, triggering follow-up action etc.
- Produce documents, briefing papers, advanced excel reports and advanced powerpoint presentations for the Directors.
- Organise meetings/conferences and ensure that Directors are well prepared. Preparing agendas, pre-meeting briefings, meeting papers and taking minutes.
- Provide extensive event management support from start to finish ie: venue research, event & concept planning, budget management, handling logistics, branding & comms, programme delivery and event debriefing sessions.
- Work as part of a PA pool supporting the GM’s PA with business-critical projects as and when necessary.
- Occasional reception relief over unplanned periods. Answering incoming calls, responding to enquiries, transferring calls and taking messages. Meeting and greeting clients.
- Any other duties as may reasonably be required by the Directors/PA to MD.
Key Relationships:
- Global: Senior Leadership Team counterparts and their personal assistants (where applicable).
- Regional: Senior Leadership Team counterparts EMEA and their personal assistants (where applicable).
- Regional: Senior Leadership Team counterparts EM, other Lead Markets within EM and their personal assistants.
- Local: Senior Leadership Team & Staff.
Knowledge, Skills and Abilities:
- Able to multi-task, prioritize work and meet tight deadlines. Excellent organisational and calendar management skills.
- Possessing excellent communication skills; proficient in both written & spoken English.
- Attention to detail is critical, well-organized, courteous, conscientious, resourceful and proactive with sense of urgency in completing the tasks assigned.
- Self-motivated with a high level of integrity.
- Excellent interpersonal, communication, presentation, negotiation and reporting skills.
- Good flexible working attitude, mature personality, team player and able to work under minimum supervision.
- A good deal of common sense, etiquette and an ability to think on one’s feet.
- Advanced computer literacy (MS Office, Excel, PowerPoint).
- Proven budget management skills an advantage.
- Professional telephone manner.
- Proven ability to work under pressure.
- Discretion & confidentiality paramount.
Requisite Education and Experience / Minimum Qualifications:
- Grade 12 essential; a Tertiary Qualification in Business Administration and/or a PA Diploma preferred.
- A minimum of 5 years proven work experience in an Executive PA position supporting several Directors.
- Proven track record of managing high profile company events.
- Sound experience in executing & managing all logistics around Global/Local visitors/groups.
