Executive Assistant at Savino Del Bene

PURPOSE OF THE JOB

• To provide professsional support to the Managing Director. To ensure that the MD's schedule runs smoothly and efficiently, allowing the Executive to focus on core responsibilities. Exceptional organisational skills, attention to detail, and ability to maintain confidentiality will be crucial in this dynamic and fast-paced role whilst maintaining our core values (Innovation, Teamwork, Trust, Integrity, Quality and Respect) and culture. 

KEY CUSTOMERS

Internal clients 

• Colleagues
• Supervisory staff
• Management staff
• Executive staff
• External clients
• Savino Del Bene worldwide network
• Savino Del Bene offices
• Sister companies
• Agents
• Savino Del Bene service providers
• Debtors
• Creditors

KEY PERFORMANCE AREAS

Executive Support

• Provide Administrative support to the Office of the MD.

Calendar Management

• Schedule appointments, meetings, and events, ensuring sufficient preparation time for the executive.

Travel Coordination

• Travel arrangement international and locally. Arrange visas, flights, hotels, and transportation for business trips, ensuring all travel plans are seamless.

Communication Handling

• Answer phone calls, respond to emails, and draft correspondence on behalf of the executive.

Document Management

• Maintain and organise important documents, contracts, and files.

Research

• Gather information and data on various topics related to the executive's work.

Meeting Support

• Schedule meetings, attend meetings, take notes and minutes, and ensure follow-up on action items.

General Administrative Support

• Order office supplies, process invoices, and maintain office equipment.

Financial Tasks

• Assist with budgeting, expense tracking, and other financial tasks as needed

Adhoc Duties

• Reasonable and lawful and as required from time to time by the Manager. 
• Participate in organisational processes.
• Participate in departmental functions

QUALIFICATIONS REQUIRED

• Matric
• Bachelor's degree or Diploma in Business Administration or equivalent qualification

EXPERIENCE REQUIRED

• At least 5 to 10 years of Experience as an Executive Assistant or Similar Role.
• Freight Forwarding and Logistics operations / admin experience is an added advantage.

SKILLS AND KNOWLEDGE REQUIRED

• Must be excellent with MS Office packages (specifically Word, Excel, Outlook and PowerPoint). 
• Internet and MS Project would be an added advantage
• Team and project orientated.
• Customer engagement
• Query Resolutions
• Problem solving skills
• Negotiation skills
• Excellent relationship management skills
• Excellent interpersonal skills
• Excellent communication skills
• Strong organisational skills
• Strong time management skills
• Advanced liaison and co-ordinating skills

PERSONAL ATTRIBUTES/BEHAVIOURS/ATTITUDES

The following primary attributes are required for effective job performance.

• Deal with Confidential Information in a professional manner.
• Savino Core Values (Innovation, Respect, Trust, Teamwork and Integrity)
• Propensity to own
• Propensity to hand off
• Disciplined
• Resilient
• Problem Solving
• Responsiveness
• Self-confidence
• Attention to detail and Accuracy
• Professional and Presentable at all times
• Remain calm and collected when handling Pressure
• Able to travel when needed