Medical Company: Personal Executive Assistant – Cape Town

JOB PURPOSE

The Executive Assistant performs all the secretarial and administration duties for the Executive & Senior Managers of the Private Hospitals

The incumbent will be reporting directly to the Chief Executive Officer

 

FUNCTIONS & RESPONSIBILITIES

Administration:

General Administration tasks including faxing, mailing, filing, and photocopying

Draft correspondence, letters, emails, memos, and other documents to specification

Produce reports and presentations as and when required

Conduct research/analysis as directed

File documents for ease of retrieval (Electronic & Manual)

Taking dictation and minutes and typing them up subsequently as and when required

Maintain contact list

Organize and maintain the office filing system and look for ways to improve current systems

 

Executive Support:

Act as first point of contact for management, staff, and other stakeholders seeking contact with executives

Locate and inform the executive of visitors

Provide support in respect of official matters and provide necessary assistance on personal matters

Screen and direct incoming calls

Handle telephonic queries, take messages and distribute correspondence

Make any telephone calls as requested

Manage the calendar appointments and day to day schedule of the executives

Provide reminders regarding scheduled meetings and ensure that all of the relevant participants are informed of any important details

Schedule meetings, draft agendas, and book boardroom for meetings

Ensure that the boardroom is prepared for meetings, I.e. refreshments, lunch, communications, stationery etc.

Follow up to ensure that scheduled meetings take place and prioritise meetings to ensure there are no double bookings

Follow up on action points from meetings

Ensure the executives availability to attend events and secure in their diary

Arrange travel plans, accommodation, itineraries, car hire, and agendas and compile documents for travel-related meetings

Coordinator stationery requirements

Maintain a high degree of confidentiality

Plan and prioritise, demonstrating abilities to manage competing demands

 

Adhoc Duties:

Performing other adhoc duties at various departments (I.e. Marketing, HR, Legal, Finance) as and when required

Run errands

Relieve the switchboard when required

 

Company Policies & Procedures:

Strictly adhering to all policies and procedures relating to this job description including those within the company

 

 

REQUIREMENTS

Grade 12

Degree or Diploma in Office Administration or similar

Proven experience as a Executive Personal Assistant

 

Skills & Attributes:

Excellent Interpersonal Skills

Excellent Computer Skills – MS Office Applications

Proven Planning & Organizational Skills

Excellent Witten & Verbal Communication Skills

Honest & Reliable

Ability to Multitask

Able to work independently & use initiative

Able to work under pressure & adhere to deadlines

Ability to maintain confidentiality

Detail Orientated

 

 

Should you meet the above requirements, we urge you to please apply by forwarding your CV along with any supporting documents to info@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

 

Only candidates can apply for this job.
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17 Waterville St,
Sunningdale,
Cape Town
info@glasshouserecruiting.co.za
+27 21 554 5309 / +27 21 200 6629