Executive Personal Assistant at Silicon Overdrive

Job description

Silicon Overdrive strives to be an extraordinary employer and seeks to create a working environment where our employees are happy, motivated, engaged, stimulated and rewarded. We offer skills development and an environment that is relaxed, fun but hard working and innovative.

If you feel you have what it takes to be a part of our dynamic company, please read on to see if you qualify for the following available vacancy:

 Permanent full time position
 R 12,500 - R13,500 per month cost to company
 45 hours per week (Monday to Friday, 08:30 – 17:00)
 Woodstock location, close to public transport

Role of the job:

• To devise and maintain office systems which includes data management as well as coordination of internal and external client relationships in a way that ensures optimisation and utilisation of the director’s time and resources.
• To be an approachable, efficient and effective first point of contact between the director, the organisation and external points of contact.

Duties & Respsonsibilities will include:

• To screen and address situations where appropriate and know when information needs to be disseminated. 
• Ensuring that work is carried out with discretion and confidentiality.
• To ensure administrative systems and data management is streamlined and seamless.
• Manage and maintain information sharing between the director, the organisation and external clients.
• Consistent level of proactivity and attention to detail to ensure the director’s time and resources are optimised.
• Devising and maintaining office systems, including data management and filing
• Arranging travel, visas and accommodation and, occasionally, travelling with the manager to take notes or dictation at meetings or to provide general assistance during presentations
• Screening phone calls, enquiries and requests, and handling them when appropriate
• Diary and appointment management
• Dealing with incoming email, faxes and post, often corresponding on behalf of the director
• Carrying out background research and presenting findings
• Producing documents, briefing papers, reports and presentations
• Organising and attending meetings and ensuring the director is well prepared for meetings
• Liaising with clients, suppliers and other staff

Work experience & skills

• Tertiary level communication and writing
• Intermediary understanding of quotes and accounting
• Proficient in Office
• Must be computer literate
• 3-5 years executive level administrative assistance
• 3-5 years engagement with cross-functional teams
• 3-5 years executive level travel assistance
• 1-2 years project management beneficial
• 3-5 years coordinating and planning of conferences and events

Personal qualities & behavioural traits:

• Written and verbal communication
• High level of attention to detail
• Planning and organising
• Proactive
• Conflict management
• Ability to travel
• High levels of confidentiality and discretion
• High levels of professionalism and stature
• Ability to adapt and quickly adjust to change
• Ability to work in under pressure with conflicting demands
• Ability to work with cross-functional teams
• Problem solver
• Task orientated 
• Deadline driven
• Customer service orientated