Executive Personal Assistant - Fourways at Omnia (Pty) LTD

Qualifications

• Matric  
• Office Administration / Secretarial Diploma essential or similar

Experience

• Minimum of eight years’ similar experience at Executive, Director or similar level 
• Knowledge of all facets of local and international travel arrangements
• Proven strong organisational skills with the ability to use initiative to plan, prioritise and manage a heavy workload effectively and respond flexibly to rapidly changing and conflicting priorities
• Experience in dealing with highly confidential information with tact and sensitivity
• Excellent IT skills including intermediate/advanced knowledge of MS Office, including Word, Excel and PowerPoint, Outlook and Intranet/Internet systems and the ability to type at least fifty words per minute

Duties

• Provide the Group Executive: with professional and well organized administrative, secretarial and office management support 
• Present a professional image in dealings with both internal and external contacts, always acting in a professional manner 
• Manage constantly changing diaries effectively and efficiently using own initiative
• Organise and schedule meetings/conferences and the required rooms, equipment, and hospitality
• Ensure all relevant paperwork is available for meetings/conferences ahead of time
• Coordinate business travel and accommodation arrangements as required locally and abroad
• Filter all calls and visitors, manage unnecessary interruptions as well as judge the relative priority of calls and visitors
• Respond to telephone, letter, and email queries, resolving where possible or redirecting where necessary, ensuring callers and correspondents are given a positive image of the company
• Manage office correspondence and to exercise initiative in responding to day-to-day mail and administration independently (including print/file emails and sending responses as drafted by the Directors)
• Develop and maintain office and administrative systems (including electronic filing system)
• Undertake general admin duties including recording the Group Executive: Agriculture Operations expenses, monitoring leave requests from his direct reports as well as maintaining contacts databases and telephone lists
• Organize and manage off-site meetings for the senior management team of Agriculture Operations as required 
• Contribute to ad hoc projects and activities where necessary. 
• Attend to walk in internal and external queries 
• Contribute to ad hoc projects and activities as appropriate 
• Perform other duties as required