Job Openings Executive Personal Assistant

About the job Executive Personal Assistant

JOB PURPOSE

  • Ensure that the operational running of the Executive Office and all key stakeholders pertaining is managed effectively and efficiently, while exercising professionalism and confidentiality.

RESPONSIBILITIES

Stakeholder Engagement

  • Contribute to stakeholder engagement through engaging with internal and external stakeholders, finding out their needs/issues/concern and reacting to these by arranging meetings and events and drafting supporting materials to promote understanding and commitment.

  • Engage across all levels of the organisation, up to Board level.

Business Meetings / Events Arrangement

  • Schedule appointments, make arrangements for internal and external meetings and conferences, and organise travel plans following instructions to ensure more senior colleagues or a senior executive make best use of their time.

Operations Management

  • Provide operational support by performing a range of route activities using existing systems and protocols.

  • Exercise discretion in carrying out activities.

Work Scheduling and Allocation

  • Organise own work schedule to get the job done, coordinating with support services and assigning short-term tasks to others if necessary.

Client & Customer Management

  • Help manage internal and external clients by carrying out standard activities and providing support to others.

Internal Communications

  • Use the internal communications system to access specific information.

Budgeting and Costing

  • Carry out simple tasks as part of the budgeting process.

Facilities

  • Support others by performing a range of facilities management activities.

BEHAVIORAL COMPETENCIES

  • Plans and Aligns: Plans and prioritizes work to meet commitments aligned with organizational goals.

  • Ensures Accountability: Holds self and others accountable to meet commitments.

  • Collaborates: Builds partnerships and works collaboratively with others to meet shared objectives.

  • Communicates Effectively: Develops and delivers clear communication tailored to different audiences.

  • Drives Results: Consistently achieves results, even under tough circumstances.

  • Manages Complexity: Makes sense of complex and contradictory information to effectively solve problems.

  • Being Resilient: Rebounds from setbacks and adversity when facing difficult situations.

  • Instills Trust: Gains confidence and trust of others through honesty, integrity, and authenticity.

SKILLS

  • Planning and Organising

  • Account/Client Management

  • Verbal Communication

  • Policy and Procedures

  • Action Planning

  • Costing and Budgeting

  • Reporting

TOOLS

  • MS Office (Word, Excel, PowerPoint, Outlook)

EDUCATION

  • Grade 12 / SAQA Accredited Equivalent (Essential)

  • Secretarial diploma (Advantageous)

EXPERIENCE

  • At least 10 or more years' experience supporting executive management (Essential)


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