Executive Personal Assistant - Parktown at Rand Mutual - RMA

WHAT WILL YOU DO?

Provide general secretarial support to assigned Executives

• Travel Arrange meetings/workshops.
• Manage, organise and maintain the diaries of assigned Executives timeously and promptly.
• Screen incoming emails, posts, phone calls, enquiries and requests, often corresponding on behalf of the manager.
• Meet and greet visitors at all levels of seniority.
• Arrange for flowers to be sent to staff members who have suffered a bereavement or have been hospitalised for more than 3 days.
• Arrange conferences and special functions.
• Order calendars and diaries annually.
• Book meeting rooms and arrange parking as and when necessary.
• Devise and maintain office systems, including data management and filing.

Manage travelling arrangements

• Make travel arrangements – including but not limited to arranging visas and accommodation.
• Sign off travel at the end of each month.
• Ensure that travel authorisation forms are completed correctly, signed and approved by the relevant manager.

End-to end arrangement of management and ad hoc meetings

• Co-ordinate and arrange MANCO and senior management meetings.
• Prepare and circulate meeting agendas.
• Take accurate and professional minutes during meetings.
• Arrange and supervise catering for all relevant meetings.
• Call special meetings with directors and government officials as and when required by the CFO.
• Produce professional documents, briefing papers, reports, presentations and general correspondence.
• Carry out background research and presenting findings
• Compile monthly medical roster for doctors for circulation in the last week of each month.
• Arrange and co-ordinate operations and medical workshops as and when necessary.
• Collate and distribute month end reports to assigned Executives.

WHAT YOU'LL BRING TO THE TABLE?

• Grade 12.
• Secretarial/Administration Diploma/Degree from a SETA accredited institution (with minute taking as one of the subjects).
• 3-5 years relevant industry experience.
• Knowledge of administrative and clerical procedures.
• Computer literacy: intermediate level MS Word, Excel, PowerPoint and Outlook Literate and Numerate.
• Knowledge of customer service principles and practices.
• Multilingualism.
• Valid Driver’s License.
• Own transport.