Executive Personal Assistant - Johannesburg at Puma Energy

KEY RESPONSIBILITIES

Calendar Management

• Organizing and maintaining the executive calendar, scheduling proper appointments and meetings, keeping precise track of all trips and important meetings
• Dealing with incoming emails and dispatching important documentation to the right persons
• Monitoring and screening enquiries and requests from management team members, other staff members and external people. Being the link between management and staff members, clients, suppliers
• Support with various administrative works i.e. producing documents, briefing notes and presentations, travel expense claims, invoices, letters, post mail, printing, copying and filing documents.
• Interacting with international clients and suppliers, government official, high level stakeholders
• Organize events as per requirements, being willing to travel (only if necessary)
• Dealing with sensitive information and being able to handle appropriately

Travel Organization

• Travel and hotel arrangements, dealing with last minute changes in a very fast paced environment i.e book flights, hotels, taxis, airport pickups…)
• Being able to liaise with staff members and clients in country and globally
• Preparation and communication of Itineraries, arranging visas and other travel documents
• Anticipate documentation requirement for travel and ensure validity of visa’s/passports
• Private charter requests – Vetting/KYC/Cost efficiency
• Arranging high level travel with ExCom members

Support with Procurement Processes

• Support with processing and dispatching POs
• Screening and updating vendors list in Navision
• Screening invoices from suppliers

REQUIREMENTS

Experience:  

• At least 5 years of experience working with key executives/international environment

Skills:   

• MS Office Suite
• Hospitality and customer centric focus
• Good written and spoken English
• Multi-tasking skills, great planning skills
• Able to work under pressure
• Ability to prioritize tasks, flexible team worker
• Reliable, discretion and confident
• Good interpersonal skills and customer service skills
• Helpful, service orientated
• Resilience: ability to cope with setbacks