Executive Personal Assistant at Zeitz Museum Of Contemporary Art Africa

Key Responsibilities:

Executive Office Diary Management

• Proactively manage and coordinate the diary of the Executive Director by prioritising and arranging internal and external meetings, ensuring appropriate briefing papers are prepared and provided
• Provide full support by drafting routine letters to a high standard, minute meetings, taking messages and other administrative tasks as required to support the ED
• Schedule meetings and arrange the zoom/teams calls for meetings
• Facilitate the booking and set-up of meeting rooms as per requirements of scheduled meetings
• Handling communication directed to the Executive including inquiries and correspondence
• Manage external relationships with stakeholders on behalf of the ED
• Assist with high-priority projects by coordinating tasks and monitoring deadlines
• Respond to meeting requests as instructed
• Provide reports for senior management as required

Manage Board Meetings and Board Support

• Schedule board/committee meetings and prepare board packs ahead of meetings
• Complete the minutes of these meetings
• Liaising with Board Members

Supporting the ED: Travel, Accommodation

• Manage the ED travel budget
• Logging call with IT
• Assist with Adhoc projects when needed in department and for ED
• Ensure that there is electricity, water at the accommodation etc
• Liaising with property management about repairs when needed
• Booking of flights for International/Local flights for ED
• Prepare Subsistence currency
• Book accommodation
• Ensure the ED has all her paperwork for the trip

Manage Cars and Driver

• Ensure the driver is on time and always there for the ED
• Co-ordinate and manage the driver’s schedule
• Liaising with Driver on ED schedule
• Ensure there is always petrol in the car
• Logging each trip
• Ensure that the cars are well maintained

What you will need to be successful in the role

• Tertiary/Post Matric training in relevant subjects related to the role. Certificate or Diploma preferable.
• Minimum of 3 years Executive Personal Assistant and working with a Board of Trustees
• Valid Driver’s Licence
• Preferable proficient in French
• Shorthand minute taking
• Excellent interpersonal and communication skills including diplomacy
• Excellent time management skills with the ability to manage multiple priorities and deadlines
• Good knowledge of Microsoft Office
• Excellent organisation, prioritising and planning
• Excellent administrative skills including the ability to identify administrative needs and develop and maintain appropriate systems to meet them
• Excellent professionalism, trustworthiness and confidential in approach
• Good cross functional collaboration
• Good personal leadership in own job
• Good results orientation
• Ability to work under pressure
• Willingness to learn new things
• Ability to forward plan and manage a complex and busy diary
• Experience of managing and planning projects, conferences and events
• Ability to take accurate minutes, including being able to interpret and sum up complex discussions concisely
• Ability to draft routine correspondence and reports 
• Ability to maintain accuracy and attention to detail
• Basic knowledge and application of secretarial management and practices is an added advantage
• Extensive knowledge of office administrative procedures and knowledge of use and operation of standard office equipment, at a high level