Executive PA to CEO – Claremont – Southern Suburbs 80 views1 application

As Executive PA / Office Manager you will provide secretarial and administrative support to the CEO and senior managers and manage the office environment whilst maintaining a high level of confidentiality and discretion

 

FUNCTIONS & RESPONSIBILITIES

  • Manage, coordinate and maintain calendar and schedule of CEO ensuring that meetings, deadlines, presentations and other duties are carried out seamlessly
  • Email management, field phone calls, take requests for meetings and coordinate various aspects of interdepartmental communication as necessary
  • Responsible for organizing of internal and external meetings on behalf of the CEO ensuring all necessary requirements are made e.g. meeting venue, equipment, presentations, prepare agendas
  • Provide executive and administrative support to CEO and other senior managers
  • Monitor and respond to incoming communications (including complaints) to CEO’s office including phone calls, emails and walk-ins, ensuring correct department distribution
  • Secretarial support for meetings as and when required by the CEO, including drafting and circulating meeting agendas, preparing minutes, communicating meeting reminders, confirming venues and arranging refreshments
  • Writing and distributing comprehensive minutes and action points to all members post meeting and managing action points
  • Drafting and writing high quality reports, presentations, creating spreadsheets, charts and maintain databases as required by the CEO

 

Office Management:

  • Work closely with HR to ensure that office policies and procedures are adhered to
  • Ensure that all the company’s policies and procedures are approved and loaded onto Google Drive
  • Responsible for the general appearance and upkeep of the offices, liaising with HOD’s and the cleaning team to sort it out
  • Manage the administration and support team at the Claremont office, i.e. Receptionists, Housekeeping staff, Concierges and Filing Clerk – This includes providing training on internal processes and systems and ensuring that all necessary functions are appropriately covered
  • Conduct performance appraisals of direct reports
  • Maintain office efficiency by planning and implementing office systems, layouts and equipment procurement
  • Assist in the onboarding process for new hires, i.e. set up of workstation and stationary
  • Allocation of car park spaces for qualifying staff

 

Working hours: are Mondays to Fridays from 08h00 until 17h00

 

REQUIREMENTS

  • Relevant Bachelor’s Degree
  • Minimum 3 years’ experience as an Executive Personal Assistant, Office Manager or similar role
  • Must have been employed in a role where confidences are respected

 

Skills & Attributes:

  • Excellent computer literacy
  • Able to prioritize and ensure smooth execution of tasks
  • Fluent in English – spoken and written
  • Strong attention to detail and accuracy
  • Maintain high levels of professionalism
  • Well organized with an understanding of priorities and changing demands
  • Organisational, planning and multi-tasking skills
  • Excellent communication skills – written and verbal
  • Information gathering and information monitoring skills
  • Problem analysis and problem-solving skills
  • Judgment and decision-making ability
  • Initiative
  • Professionalism and confidentiality
  • Attention to detail and accuracy
  • Flexibility

 

 

Should you meet the above requirements, we urge you to please apply by forwarding your CV along with any supporting documents to lynne@glass-house.co.za

Contact will only be made with shortlisted candidates. Should you not hear from us within two weeks, please consider your application unsuccessful

 

 

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info@glasshouserecruiting.co.za
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