Job Description

Key Responsibilities:

• Administrative duties such as typing, filing and meeting organisation.
• Telephone: screening, vetting, message taking
• Office notes: Ensuring that notes are kept on matters that need attention while the owner is out of the office.
• Handling various administrative issues and making smart decisions in line with the companys directives including personal and / or confidential correspondence.
• Organising and managing extensive local and international travel (flights, accommodation, car hire, comprehensive itinerary, forex, visas, maps etc)
• Organising and managing family vacations both local and international
• Diary and meeting management
• Collating files and documents including FICA requirements
• Arrangements for family, friends and colleagues (flights, accommodation, car hire)
• Property Management for four properties based in SA: Bookings, staff issues, levy payments, supplier payments, purchasing items for the properties and ensuring swift delivery, maintenance and general upkeep.
• Property Management for two properties abroad.
• Vehicle Management: Licences up to date, repairs and regular service checks both on vehicles and trailers.
• Management of Credit cards
• Management of Discovery Medical Aid and Gap Cover submissions.
• Management of doctors appointments, hospital or clinic procedures.
• Home Insurance Claims
• Management of the running of the primary residence
• Liquor orders for personal functions, entertainment, or holidays.
• Management of the wine cellar and orders thereof.

Minimum Experience / Qualifications:

• Matric with post graduate diploma or certification in administration
• Min 10 years as an Executive Personal Assistant
• Extensive experience in travel organisation would be a bonus
• Experience in property management
• Computer Literate (MS Office suite)

Competencies:

• Dynamic /Smart and Quick Thinking
• Peoples person with excellent communication skills
• High energy levels
• Able to work under pressure and meet deadlines
• Able to take criticism and not take it personally
• Helpful and caring
• Intuitive
• Hardworking and dedicated
• Attention to detail
• Able to multi-task

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