Executive: Personal Assistant
Listing reference: track_000632
Listing status: Closed
Apply by: 8 November 2021
Position summary
Industry: Telecommunication Services
Job category: Others: Administrative Support and Secretarial
Location: Randburg
Contract: Permanent
Remuneration: Market Related
EE position: Yes
Introduction
Tracker requires the Services of an Executive Personal Assistant to support Exco. The candidate will be required to support several executives by effectively managing calendars and meetings, travel bookings, reporting and perform a wide variety of complex and confidential administrative, Exec PA duties. The Exec PA will be required to manage the office environment and provide customer service to internal and external stakeholders. Attention to detail, effective time management, report compilation, high level of confidentiality and discretion and meticulousness is an inherent requirement of the job.
Job description
Key roles and responsibilities:
- Responsible for organizing of internal and external meetings on behalf of the executives, ensuring all necessary requirements are made e.g. meeting venue, equipment, presentations, agenda and catering etc.
- Prepare a variety of complex reports, including attending meetings to gather information and compile minutes,
- Prepare a variety of documents, requisitions, purchase orders, resolutions and other correspondence.
- Review and summarize miscellaneous reports and documents
- Monitor and respond to incoming communications (including complaints) to executive offices, including phone calls, emails and walk-ins, ensuring correct department distribution where necessary.
- Organizing and storing information and records and implement record retention policies and procedures.
- Follow up on sensitive customer complaints and inquiries.
- Act as liaison between Executives and departmental managers or the internal and external stakeholders including the public and represent and communicate issues timeously.
- Maintain appointment schedules, calendars, and coordinate travel arrangements.
- Coordinate and organize meetings, meeting minutes and records and follow up on action items.
- Receive and screen communications to Executives including telephone calls, mail and email messages, and provide assistance using independent judgment to determine those requiring priority attentions; research and respond to communications as appropriate.
- Provide information to other business units or departments, internal and external parties and organizations, committees involving specialized and technical subject matter.
- Follow up on action times to management and or employees and provide status reports to Executive.
- Participating in strategy planning and other meetings, draft and circulate meeting agendas preparing minutes, communicating reminders, confirming venues and arranging refreshments.
- Support the other Exec PA in managing the canteen, processing purchase orders and cashing up at the end of the day.
- Perform special projects and other duties as assigned.
Minimum requirements
Skills, Experience & Education:
- Diploma in Business Administration or equivalent
- A minimum of 3 years’ experience working as an Executive PA supporting more than one Executive.
- Secretarial and administrative work experience.
- At least 5 years’ experience as a personal assistant of which 3 as an executive assistant.
- Excellent typing Skills
- Committed to excellence in customer service delivery
- Computer literate, MS Office with strong Ms. Excel & Ms. Word and PowerPoint experience
- Excellent interpersonal skills. Ability to interact with all departments at all levels including board members
- Effective planning and organizational skills
- Excellent telephone etiquette
- Ability to work independently, under pressure and must take full responsibility and accountability of
- Organized, methodical, detailed and analytical
Benefits: Medical Aid, Provident Fund
Please note, if you are not contacted within 4 weeks consider your application unsuccessful