Executive Personal Assistant
Position Overview:
The Executive Assistant will provide high-level administrative support to the Partners. The role requires a proactive and highly organised individual with exceptional communication skills and the ability to handle sensitive information with discretion. The role requires advanced MS Word and MS Office skills as well as manage schedules, coordinate meetings and ensure efficient office operations within the firm.
Key Responsibilities:
A very proactive and extremely detail-oriented Executive Assistant with excellent interpersonal skills and a strong work ethic. This position reports directly to the Partners and is responsible for all business and personal related duties as delegated by the Partners.
KEY PERFORMANCE AREAS
- Administrative support
- Screen and prioritise incoming communications (emails, calls, etc.) and respond or redirect as appropriate.
- Prepare and edit correspondence, reports, presentations and other documents as required.
- Typing of financial statement and reports.
- Office Management
- Ensure the smooth operation of the Partner’s offices including maintaining office supplies and equipment.
- Reception back-up duty.
- Liaise with internal departments and external stakeholders to facilitation communication and cooperation.
- Assist with the planning and execution of company events, conferences, and special projects.
- Oversee the organisation and maintenance of confidential files and records,
- Travel coordination
- Arrange and coordinate complex travel itineraries, including flights, accommodation and transportation both locally and internationally.
- Prepare detailed travel agendas and ensure executives have all necessary travel documents and information.
- Project Management
- Support the Partners in managing various projects, including tracking progress and ensuring deadlines are met.
- Conduct research and gather information to assist in decision-making and strategic planning.
- Client Relations
- Act as a point of contact for clients and stakeholders, providing exceptional customer service and addressing inquiries promptly.
- Assist in the preparation and coordination of client meetings and presentations.
- Arrange refreshments when required.
- Confidentiality and Discretion
- Handle sensitive and confidential information with the utmost discretion and professionalism.
- Ensure compliance with company policies and procedures regarding data protection and privacy.
Requirements
- Minimum of 5 years of experience as an Executive Assistant or in a similar role.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
- Excellent organisation and time-management skills.
- Strong verbal and written communication skills.
- Ability to work independently and manage multiple tasks with a high level of accuracy.
- Attention to detail.
- Professional demeanour and ability to handle high-pressure situations.
- Discretion and confidentiality in handling sensitive information.
Benefits
- You are seen as an asset and not just a resource.
- Competitive remuneration package.
Shortlisted candidates will be contacted for further assessment.
Closing date: 31 July 2024
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