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Executive Assistant within Recruitment Agency

  • Acting as a first point of contact: dealing with correspondence and phone calls
  • Managing diaries and organising meetings and appointments, often controlling access to the executive
  • Booking and arranging travel, transport and accommodation
  • Organising events and conferences
  • Reminding the executive of important tasks and deadlines
  • Typing, compiling and preparing reports, presentations and correspondence
  • Managing databases and filing systems
  • Implementing and maintaining procedures/administrative systems
  • Liaising with staff, suppliers and clients
  • Collating and filing expenses
  • Miscellaneous tasks to support their manager, which will vary according to the sector and to the manager’s remit, e.g. completing some corporate governance reporting or conducting research.

Requirements:

  • Work experience as an Executive Assistant, Personal Assistant or similar role
  • Excellent MS Office knowledge
  • Outstanding organizational and time management skills
  • Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)
  • Excellent verbal and written communications skills
  • Discretion and confidentiality
  • PA diploma or certification is a plus

Duties:

  • Acting as a first point of contact, dealing with correspondence, phone calls, managing diaries and organising meetings and appointments
  • Booking and arranging travel, transport and accommodation for all executives and staff as per executive requirements
  • Organising corporate events, conferences, year-end functions
  • Typing and compiling reports for the CEO and COO
  • Monthly Management Reports from COO to CEO
  • Weekly Manpower Reports
  • Weekly debtors’ minutes
  • Assisting in Financial Year-End Budgets and Forecast Reports
  • Weekly Forecast Reports
  • Help develop & input the annual budgets into adaptive support from the COO and other team members
  • Client Presentations
  • Assisting with processing tenders
  • Consolidating all Branch Managers monthly and weekly reports Nationally
  • Sending clients Final letters of demand for payment on a weekly basis
  • Assisting all Branch Managers in and consolidation of Sales Pipeline reports
  • Assisting CEO and COO collating & distributing other reports
  • Running errands for CEO and COO
  • Filling Expenses
  • Office Management - Building maintenance – Staff-Welfare
  • Provide support for multiple projects / tasks across all staff
  • Technical Support i.e. IT related matters: Pancom, ECN, BCX, Telkom, MTN, Mobile and Business related
  • Assist in meeting needs
  • Receive and sort mail / deliveries and couriers
  • Setting up meeting rooms to Executives requirements
  • Perform clerical duties; filling, scan copy (Basic office requirements)
  • Reconcile credit card statements
  • Demonstrate poise and tact under severe pressure
  • Manage conflict with sound judgement and confidentiality
  • Represent the executives by welcoming visitors, staff, board members and clients
  • Keep confidential information, confidential throughout the organization
  • Facilitate signing of documentation
  • Acts with sense of urgency & understanding the need for responsiveness after hours as needed (Business commitment)
  • Assist in distributing yearly marketing material to all clients Nation-wide

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