Executive Assistant - Longmeadow (Longmeadow) at ACDC Dynamics SA

Job Description:

Office Administration:

• Oversee and maintain office equipment for uninterrupted function, identify needs, acquire supplies, manage vendor relationships, and coordinate deliveries when required.
• Manage company subscriptions, licensing, and insurance claims.
• Manage all aspects of space and infrastructure planning (e.g., moves, additions, changes to workstations) and provide resources and solutions when requested.
• Work with HR to ensure an efficient and conducive office environment.
• Oversee guest experience, sort mail, and answer direct phone calls.
• Assist with planning all in-house or off-site activities of the company.

CEO & Group MD Support:

• Schedule meetings: Coordinate dates, times, and locations for business and personal meetings, proactively anticipate scheduling conflicts to optimize time management.
• Manage personal documentation: Handle important documents such as contracts, legal papers, and personal correspondence.
• Answer emails and phone calls: Manage communication on behalf of the CEO and Group MD, including filtering and prioritizing messages. Serve as the primary point of contact for internal and external stakeholders.
• Organize events: Plan and coordinate events, from intimate gatherings to large-scale parties, including venue selection, catering, and guest management.
• Prepare reports: Compile information and prepare reports for personal or business use.
• Make travel arrangements: Book flights, hotels, and transportation and create detailed travel itineraries.
• Run personal errands as needed.

Requirements

Minimum Requirements:

• Matric / Grade 12.
• 2-3 years of experience in office or project management.
• Experience in the Marketing / Advertising industry or similar exposure is advantageous.
• Hands-on experience with office machines and equipment.
• Advanced computer skills with an aptitude to learn new systems and procedures.
• Strong interpersonal and people skills.
• Excellent organizational and time-management skills.
• Exceptional attention to detail.
• High degree of flexibility and excellent multitasking ability.
• Ability to maintain confidentiality of company information.
• Strong analytical abilities.