Executive Personal Assistant at Bytes Managed Solutions

Job description

MAIN JOB PURPOSE

To provide secretarial and administrative support to enable the various Executives with administrative and support tasks in order for them to perform at maximum capacity.

KPA’s

• High level secretarial and admin duties
• Telephone coverage: Screening telephone calls, enquiries and requests, and handling them when appropriate: taking accurate and concise messages to ensure that feedback is provided to the relevant parties
• Diary management: organise and maintain complex diaries
• Coordinate meetings (including booking of meeting rooms and ordering of refreshments);
• Extensive travel arrangements – integrate itineraries, Visa’s and accommodation, both local and international
• Produce PowerPoint Presentations for team
• Prepare documents, agendas, reports and electronic information as input into reports
• Minute the outcomes of meetings and ensure distribution of minutes and presentations to all stakeholders;
• Timeous feedback on activities and actions and ensure all deadlines are met
• Maintain office files, information and records to ensure effective filling and storage of relevant documentation and reports, in line with BYTES document management policy
• Problem Solving – urgent interruptions / unscheduled meetings / escalations / etc.
• Producing documents, briefing papers, presentations & reports as required
• Organising and storing paperwork, documents and electronic information
• Process claims, submit office supplies requirements as required.
• Dealing with incoming email, & other correspondence; writing letters, and taking accurate minutes as required
• Administration of Oracle iExpenses; leave; etc.
• Facilitate team communications to internal departments
• Assist with co-ordinating annual company staff awards events and relating roadshows
• Build internal and external customer relationships through professional interaction and conduct
• Output
• Well co-ordinated, structured Executive function
• Maximised Executive capacity

Qualifications & Experience

• Matric or equivalent
• Secretarial or Business related diploma
• Business Administration qualification would be advantageous
• At least 5 years Personal Assistant experience of which at least 3 should be on an Executive support level

Knowledge

• Business Administration
• Diary Management
• Travel co-ordination

Skills

• Computer Literacy (Excel, Word, Internet, e-mail)
• Business Administration Skills
• Events and Meeting Coordination
• Resource Utilisation
• Schedule Adherence

Attitude/ Behaviour

• Accuracy, Precision and Attention to Detail
• Communication (Written and Oral)
• Independence
• Controlling Progress
• Cooperation
• Customer Orientation
• Discipline
• Energy
• Focus on Quality
• Need to Achieve
• Planning and Organising
• Problem Analysis
• Written Expression