Executive Assistant - JHB North at Yum! Brands

Key Responsibilities

• Full administrative support including all confidential correspondence, local & international, reports, phone call screening, messages; facsimiles, scanning and emailing
• Direct liaison with senior executives on international & local level
• Ensure that the Executive is aware of key meetings, correspondence, and communication requirements daily
• Screen calls to ensure that matters of importance reach the Executive
• Co-ordinate and control diaries daily with cognisance of the company’s yearly planner with local and international events
• Prepare and distribute agendas, minutes and reading material for management meetings, including graphics and charts
• Prepare, submit, and record all business and personal medical claims to medical aid
• Reconcile credit card statements and forex spent and generate Travel & Expenditure claims and ensure these are distributed to the respective departments before cut off date
• Assist and advise with telephonic enquiries
• Record all management leave and maintain an updated leave roster

Booking, Travel & Logistics

• Book and plan international & local travel, car hire, accommodation, visa requirements, new passports, medical assistance
• Prepare and assist international visitors with detailed agendas, logistics, security, drivers, hotel accommodation & travel arrangements on a business level
• Assist international visitors with holidays – i.e., safaris, hotels, dinners & logistics in Southern Africa on a personal level
• Co-ordinate VIP visitors in Africa travel requirements
• Arrange and book boardroom functions and catering monthly or as and when requested
• Arrange venue, logistics, and accommodation for management meetings held off-site
• Organise and arrange personal requests – delivery of flowers, dinners, cards and gifts
• Manage and coordinate all logistics related to functions, meetings, and events related to the Executive’s office
• Assist and advise with telephonic enquiries
• Arrange invitation letters and confirmation of employment letters for visa formalities for franchisee visitors from Africa

Requirements

Qualifications

• High School Matric
• PA diploma or certification would be considered an advantage

Skills and Experience

• 3 to 5 years of experience as a Personal Assistant supporting Executives
• Extensive dairy management experience
• Experience in liaising with internal departments, answering calls, and making travel arrangements
• Typing, formatting, and editing reports, documents, and presentations.
• Sound experience with administration tasks such as creating documents, formatting and editing reports, documents and presentations
• Proficient in using office software such as MS Word, Excel, and PowerPoint
• Advanced typing, note-taking, recordkeeping, and organizational skills
• Ability to manage internal and external correspondence

Competencies

• Discretion and trustworthiness: you will often be party of confidential information
• Flexibility and adaptability
• Good oral and written communication skills
• Organisational skills and the ability to multitask
• The ability to be proactive and take the initiative
• Tact and diplomacy
• Communication skills
• A knowledge of standard software packages and the ability to learn company-specific software if required