Executive Personal Assistant at Pump & Abrasion Technologies

Job Summary

• Executive Personal Assistant to the Managing Director for his Group of Companies. The Executive Personal Assistant (PA) to the Managing Director (MD) provides high-level administrative, organizational, and executive support. The role requires professionalism, discretion, and the ability to handle sensitive information while ensuring the MD’s office runs efficiently and effectively. This entails the daily assistance of the MD, including but not limited to; preparing all documentation for approval and signoff under the guidelines and standard expected by the company, the execution of any daily tasks in a timely manner.
• It is the expectation that the Executive Personal Assistant will at all times prioritize the MD and execute any tasks throughout the day with the core goal in mind of alleviating the administrative burdens faced by the MD. Urgent items should be flagged and processed immediately. All other tasks should be processed as quickly as possible.

Duties & Responsibilities but not limited to:

• Maintain the utmost confidentiality on all matters.
• Manage the MD’s calendar, schedule appointments, and coordinate meetings, conferences, and travel arrangements.
• Act as the first point of contact for internal and external stakeholders.
• Ensure smooth day-to-day operations of the MD’s office
• Represent the MD’s office with professionalism and integrity.
• Handle sensitive business and personal matters as required.
• Draft, review, and manage correspondence, reports, presentations, and other documentation.
• Checking requisitions as per the guidelines and standards and processing for approval in a timely manner. Attending to any admin stemming from the approval phase.
• Checking payment packs as per the guidelines and standards and processing for approval in a timely manner. Attending to any admin stemming from the approval phase and keeping an accurate record of all payments once submitted for approval.
• Ensuring that monthly payment packs once received are processed for payment before the last day of the month.
• Assist in the planning and execution of special projects.
• Track deadlines, deliverables, and commitments to ensure the MD is fully briefed and prepared.
• Conduct research and compile data for decision-making and strategic planning.
• Checking expense claims as per the guidelines and standards and processing for approval in a timely manner. Attending to any admin stemming from the approval phase.
• Ensuring that all documentation such as vendor, creditor apps etc. are submitted and check by finance in the correct manner.
• Event planning, planning events such as monthly braai’s and golf days etc. at the request of the MD. Any and all administrative duties stemming from planning and arrangements. Including attending events to ensure that arrangements are executed correctly.
• Diary management.
• Screening calls for the MD and communicating efficiently.
• Ad hock daily tasks as given by the MD. These tasks will vary daily and should be executed in an efficient timely manner.
• Ad hock office management tasks such as but not limited to ordering furniture etc,
• Groceries and any other ad hoc products – Checking stock and ordering the monthly groceries and any other required stock that farm requires.
• Implementing and executing efficient processes and procedures for improvement as set out by the MD.
• Ensuring that all needs for client meetings are executed accordingly – Ensuring that a venue, snacks, drinks and food are booked accordingly etc.
• Managing the task list of duties and following up on due dates and deadlines as set out by the MD. To ensure that tasks are executed quickly and efficiently.
• Liaising information efficiently between the MD and other employees.
• Minute Taking for meetings as and when required. Preparing agendas and follow ups pertaining to these meetings.
• Collating daily, weekly and monthly management reports as requested by the MD.
• Preparing reports as requested.
• Efficient filling and document control.
• Any other requirements as per the Managing Director

Desired Experience & Qualification

• Must live in Wellington Cape Town
• Financial Qualification with at least 4 years of Bookkeeping experience
• Financial recons
• Grade 12 or equivalent.
• Minimum of 10 years’ experience in a similar position.
• Must be Bilingual, with Afrikaans as a first language
• Established proficiency in MS Office with emphasis on Outlook, Word, Excel and PowerPoint.
• Good interpersonal skills and ability to communicate effectively.
• Availability to work extended hours as per operational requirements.
• Passionate about getting things done right, first time, every time.
• Self-Starter
• Ability to work efficiently on own or as part of a team, in a highly pressurized environment.
• Meticulous attention to detail.
• Flexible in terms of working hours (overtime and weekend work when required).
• Excellent sense of urgency.
• Highly organized and able to manage task lists.
• Excellent time management skills.
• Highly dedicated to the job and willing to go the extra mile.
• Respectful approach towards upper-level management.
• Excellent communication skills.
• The ability to make a plan in a tough situation.
• Multi-tasking.
• Time conscious.