Executive Personal Assistant at MultiChoice

Tasks

Personal Assistance

• Analyze monthly and weekly plans and determine required amount of meetings, logistics, attendees, etc.
• Produce documents, briefing papers, reports and presentations, etc. as requested by CEO / Executives
• Carry out background research and present findings to the CEO /
• Executives
• Carry out specific projects and research as requested by the CEO /
• Executives
• Support executive with presentation and report research and preparation
• Ensure that the CEO’s schedule is planned in advance and that the calendar/diary is up to date and efficiently managed as changes occur
• Request necessary data from management so that reports can be compiled
• Screen phone calls, e-mails and messages either through first line
• response or forwarding as appropriate
• Process incoming correspondence and action as required, e.g.
• Update calendar
• Type documentation
• Distribute / forward information
• Internal and external queries
• Maintain stakeholder database and ensure that all information is accurate and up to date
• Regularly check resource supplies to ensure sufficient stock
• Maintain an up to date, orderly and logical filing system that can be easily accessed by relevant individuals

 Meeting Management

• Schedule meetings as planned or requested
• Ensure that an agenda is sent to all delegates, both with standard agenda items as well as any items that need to be included for follow up as a result of actions documented in previous meetings
• Ensure that delegates are aware of what they need to prepare in terms of contribution to the meeting
• Compile documentation required and distribute in advance to delegates
• Arrange logistical requirements and ensure smooth running of the meetings
• Take minutes of meetings and ensure accuracy and timeous distribution
• Analyse meeting requirements, prepare required information and advise the CEO / Executives

Event management

• Arrange functions and events according to requirements upon request by the CEO / Executives
• Determine a budget amount for these events
• Send invitations to CEO’s / Executive’s invitees in advance
• Make sure that all hotels, travel and forex arrangements are on track and arranged as requested

 Qualifications

• Essential: Diploma level educational qualification
• Preferred: Degree

 Experience

• A minimum of 7-10 years’ Executive Secretarial/Office Administrative experience or Equivalent
• A minimum of 3-5 years’ Executive Secretarial/Office Administrative experience or Equivalent
• Managing the executive's office
• Preparing reports
• Conducting research
• Handling information requests
• Organizing meetings and events
• Making travel arrangements
• Assisting with administrative tasks
• Handling confidential information