Executive Assistant at Ogilvy South Africa

About the Role:

• We are seeking a highly organized, proactive, Executive Assistant to provide comprehensive administrative and operational support to the executive team. The ideal candidate will be responsible for managing complex schedules and ensuring seamless operations for our senior executives. This role requires exceptional communication skills, meticulous attention to detail, and the ability to handle sensitive information with the utmost confidentiality.

Key Responsibilities:

Diary Management:

• Manage complex and dynamic calendars, scheduling appointments, meetings, and travel arrangements across multiple time zones.
• Proactively identify and resolve scheduling conflicts, ensuring optimal use of executive time.
• Prepare and distribute daily/weekly schedules and meeting briefs.

Travel & Expense Management:

• Travel & Expense management, arrange and co-ordinate complex travel itineraries, including flights, accommodation and transportation.
• Process expense reports accurately and efficiently.
• Process and reconcile expense reports accurately and in a timely manner, adhering to company policies.

Communication & Correspondence:

• build and maintain strong relationships with internal and external stakeholders, including senior management, clients and vendors.
• Draft, proofread, and prepare professional correspondence, presentations, reports, and other documents.
• Facilitate internal and external communication, ensuring clear and timely information flow.

Meeting Support:

• Prepare agendas, gather necessary materials, and ensure executives are well-prepared for all meetings.
• Attend meetings, take comprehensive minutes, track action items, and ensure timely follow-up.
• Arrange meeting logistics, including room bookings, catering, and technology setup.

Project & Administrative Support:

• Communication: manage incoming and outgoing correspondence, ensuring timely and professional communication.
• Provide administrative support on key projects, including research, data entry, and presentation preparation
• Assist with general office administration tasks, such as ordering supplies, managing invoices and maintaining office equipment
• Assist with special projects, research, and presentations as assigned, often requiring independent judgment and initiative.
• Maintain organized filing systems (digital and physical) and ensure easy retrieval of documents.
• Order office supplies and manage general office administrative tasks as needed.
• Confidentiality & Discretion:
• Handle sensitive information, proprietary data, and personal matters with the highest level of discretion and confidentiality.

Qualifications:

• Experience: 5+ years of experience as an Executive Assistant supporting C-level executives or senior leadership in a fast-paced environment.
• Education: High school diploma or equivalent required; bachelors degree preferred.

Technical Proficiency:

• Mastery of Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and/or Google Workspace (Gmail, Calendar, Docs, Sheets, Slides).
• Proficiency with video conferencing platforms (e.g., Zoom, Microsoft Teams).
• Experience with CRM software (e.g., Salesforce) or project management tools (e.g., Asana, Monday.com) is a plus.

Skills & Competencies:

• Exceptional Organizational Skills: Ability to manage multiple priorities, projects, and deadlines simultaneously with meticulous attention to detail.
• Strong Communication: Excellent written and verbal communication skills, with the ability to articulate clearly and concisely.
• Proactive & Resourceful: Ability to anticipate needs, take initiative, and solve problems independently.
• Discretion & Professionalism: Unquestionable integrity and ability to handle confidential information with sensitivity.
• Adaptability & Flexibility: Ability to thrive in a dynamic environment and adapt to changing priorities.
• Interpersonal Skills: Strong ability to build rapport and work effectively with diverse personalities at all levels.
• Time Management: Superior ability to prioritize tasks and manage time effectively