Executive Assistant at Ogilvy South Africa

About the Role

• We are seeking a highly motivated and experienced Executive Assistant to provide comprehensive administrative and operational support to key members of the Ogilvy Exco. The ideal candidate will be a proactive problem-solver with exceptional organizational skills, a keen eye for detail, project management capabilities and the ability to thrive in a fast-paced environment.

Key Responsibilities:

• Diary Management: Proactively manage the calendars, scheduling internal and external meetings, appointments, and travel arrangements.
• Meeting Coordination: Coordinate and prepare for meetings, including agenda creation, document preparation, and minute-taking.
• Communication: Manage incoming and outgoing correspondence, ensuring timely and professional communication.
• Travel & Expense Management: Arrange and coordinate complex travel itineraries, including flights, accommodation, and transportation. Process expense reports accurately and efficiently.
• Project Support: Provide administrative support on key projects, including research, data entry, and presentation preparation.
• Stakeholder Management: Build and maintain strong relationships with internal and external stakeholders, including senior management, clients, and vendors.
• Office Management: Assist with general office administration tasks, such as ordering supplies, managing invoices, and maintaining office equipment.
• Confidentiality: Handle sensitive information with discretion and maintain strict confidentiality at all times.

Desired Skills and Experiences:

• Senior Stakeholder Management: Proven ability to interact effectively and build strong relationships with senior executives, clients, and external partners.
• Exceptional Communication Skills: Excellent written and verbal communication skills, with the ability to communicate clearly, concisely, and professionally at all levels.
• Advanced Organizational & Time Management Skills: Highly organized and detail-oriented, with the ability to prioritize tasks, manage multiple deadlines, and work effectively under pressure.
• Proficiency in MS Office Suite: Advanced proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
• Discretion and Confidentiality: Ability to handle confidential information with discretion and maintain a high level of professionalism.
• Proactive and Solution-Oriented: Anticipate needs, take initiative, and proactively identify and resolve issues.
• Team Player: Collaborative and team-oriented, with a willingness to support colleagues and contribute to a positive work environment.
• Passion for the Creative Industry: A genuine interest in the advertising and marketing industry is highly desirable.
• Flexibility: Ability to work flexible hours, including occasional evenings and weekends, as required.

Role Requirements:

• Experience: Minimum of 5 years of experience as an Executive Assistant or in a similar role, preferably within a creative agency or fast-paced environment.
• Education: A tertiary qualification will be advantageous