Executive Personal Assistant at Automould

Functional Definition

To provide a wide range of high-level administrative and general support duties of a responsible, confidential, and complex nature to ensure the seamless implementation and consistent delivery of services provided by the company's Executive Office to all clients and stakeholders, as well as effective project management support.

Job Description

Administration to Executives

• Attend to routine administrative/PA duties ensuring the daily operation of the Director’s office
• Co-ordinate special projects as allocated by the Executive team
• Communicate with stakeholders (both internal and external) to achieve the aims of projects
• Monitor progress of projects allocated to staff by the Executive team
• Consolidate information from across the company and the group of companies to prepare reports on progress, implemented actions, and challenges
• Office management, including filing, stationery, and other administrative tasks
• Handle CIPC returns and administration
• Maintain company statutory records
• Manage executive facilities

High-Level Reporting and Presentations

• Prepare, co-ordinate, and manage all executive presentations
• Structure, research, design, formulate, and produce company presentations, including updates and adaptations for the target audience
• Co-ordinate and update presentations for the annual budget review by the Board
• Prepare board and executive reports, and take minutes of meetings
• Prepare sustainability, CO2, CEO, and COO reports

Travel Management

• Arrange travel, car hire, and accommodation for the company across three sites
• Handle travel advances and reconcile travel expenses
• Raise orders and process payments

Minimum Qualification and Experience

• Minimum matric with a bachelor-level pass
• Business or administration qualifications or similar are required
• 7 years of experience in a senior PA or office administration role
• Experience with high-level reports
• Experience in operations and executive support
• Project management experience
• Event-related experience
• Travel management experience

Competencies Required

• Positive and proactive
• Excellent time management and punctuality
• Highly organized and detail-oriented
• Ability to coordinate multiple projects
• Superb communication skills, maturity, poise, and judgment
• Problem-solving skills and industry savvy
• Strong computer literacy in Microsoft Office, including PowerPoint, Excel, Advanced Word, report writing, and SharePoint
• Professional attitude and appearance
• Ability to maintain confidentiality
• Team player
• Good judgment
• Flexibility with working hours, including availability for extended hours (afternoons and weekends)