Executive Personal Assistant (Logistics/ Freight Environment) at Ellahi Consulting

Job Function : Provide personalised administrative and secretarial support in a well-organised, timely manner to the Executive Team of a well established Logistics company.  

Supporting Executives:

• Executive VP                 
• VP: Freight                     
• VP: Finance                    
• Executive: HR                  
• Executive: Commercial 
• Executive: IT   

Qualifications required

• Matric
• Diploma or related experience

Skills and experience required

• Strong analytical skills.
• Valid driver’s License and own vehicle.
• Work well under pressure, adhere to deadlines and be a self-starter.
• Must take ownership of the position, be dedicated and innovative.
• Excellent communication skills.
• Sound experience of telephone etiquette and hospitality.
• Meeting of deadlines and planning.
• System knowledge –Microsoft Office
• Quality work output with attention to detail.
• Interpersonal skills.
• Ability to work under pressure.
• Stress tolerance
• Event and travel management
• Proofreading Skills.
• Experience in taking of meeting minutes.
• Excellent time management skills.
• Excellent written and verbal skills.

Key performance areas

• Provide general and administrative support to the Executive: Vice President and direct reports to contribute to the effective and efficient functioning and service delivery.
• Provide overall secretarial and governance services, originating and distributing minutes of meetings, preparation of documentation, official letters, and communication.
• Organizing, synchronizing and maintaining multiple computerized diaries by planning and scheduling meetings and teleconferences.
• Enhance the productivity through the day to day management of Executives diary and screening of calls.
• Manage and arrange all corporate events and functions.
• Maintaining confidential information.
• Act as first point of contact for incoming visitors, guests and clients ensuring that they are professionally welcomed and that refreshments are provided timeously.
• Co-ordinate international and domestic travel for the company and for the staff as required by arranging and facilitating all travel bookings including the administrative management thereof.
• Booking and preparing meeting rooms including organising refreshments.
• Create a positive experience and atmosphere through the professional engagement with both internal and external contracts, including dealing with direct enquiries in a courteous manner.
• Preparation of Exco and Board documentation and distribution thereof
• Any ad hoc administrative function relevant to the job that may be required.