Job Description

Executive Assistant (JB3531)
Woodmead, Johannesburg
R25 - 30 000 per month, CTC
Permanent

A leading company specializing in providing Managed IT services is seeking a dynamic and exceedingly organized Executive Assistant. In this role, you will be a proactive force, offering comprehensive support to the members of the Executive Committee (EXCO). We are searching for an individual with outstanding communication, organizational ability, and top-notch time-management skills. Your skill in handling sensitive information, utmost discretion will be paramount.

As the Executive Assistant, you will hold a pivotal position in upholding the seamless operations of the executive office. Your responsibilities will encompass the management of administrative duties, adept coordination of meetings, and the assurance of overall efficient functionality.

Minimum Requirements:
Matric
Strong written and verbal communication skills
Excellent computer literacy
Attention to detail is crucial
Proven experience as an Executive Assistant or similar role, preferably supporting EXCO.
Exceptional organisational and time-management skills, with the ability to manage multiple tasks and priorities.
Strong written and verbal communication skills, including the ability to draft professional correspondence and meeting minutes.
Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
Strong interpersonal skills with the ability to interact confidently with internal and external stakeholders.
High level of professionalism, reliability, and accountability.
Strong problem-solving abilities and a proactive approach to addressing challenges.
Ability to adapt to a dynamic and fast-paced work environment.

Duties and Responsibilities:
Communication Management
Serving as a proficient liaison between EXCO and internal/external stakeholder.
Efficiently managing all incoming and outgoing communications, including call screening, email responses, drafting correspondence, and maintaining effective channels of communication within the organisation, ensuring timely and responsive interactions.
Coordinate and schedule EXCO and Management Committee (MANCO) meetings, ensuring availability of all relevant parties.
Prepare and distribute meeting agendas, documents, and minutes related to the scheduled meetings.
Attend meetings to capture accurate minutes, highlighting key discussions, decisions and action items to all relevant stakeholders.
Distribute minutes & chase all deliverables and action items with the relevant stakeholders stemming from EXCO, MANCO (or any other meetings that may be requested of you to take minutes).
Ensure all tasks are finished before/on the pertinent due date(s) or before the date of the following meeting. To do this, support and remind the appropriate EXCO members to reach their respective deadlines.

Calendar Management
Streamline and oversee complex calendars for EXCO members, coordinating appointments, meetings, conferences, and travel arrangements with internal and external stakeholders to ensure seamless scheduling, preparedness, and managing changes or conflicts.
Provide personalised administrative support to EXCO members, anticipating their needs and preferences.
Efficiently coordinate meetings by meticulously planning agendas, preparing presentations, and taking minutes, while promptly distributing meeting packs, diligently following up on action items, and ensuring timely task completion, fostering effective collaboration and productivity.
Coordinating all the logistical aspects of business trips, including booking flights, accommodation, ground transportation, passport/visa applications, and creating detailed itineraries, ensuring smooth and efficient travel.

Information Management
Proficiently manage information by organising and maintaining physical and electronic files, records, and databases, ensuring the integrity and confidentiality of sensitive information.
Assist in drafting, proofreading, and formatting correspondence and documents.

Prioritisation and Time Management
Efficiently manage multiple tasks and priorities in a fast-paced environment by identifying urgent matters, setting clear priorities, and utilising time and resources effectively to meet deadlines.

Confidentiality and Discretion
Maintaining strict confidentiality and exercising discretion when managing sensitive information, consistently demonstrating professionalism and integrity in all interactions.
Maintain confidentiality of EXCO discussions, decisions, and strategic initiatives.

Relationship Management
Cultivate and sustain positive relationships with clients, suppliers, partners and stakeholders through proficient enquiry management and effective issue resolution.

Expense Management
Tracking and reconciling expenses made with company credit cards, whilst ensuring adherence to company policies and budgetary guidelines.
Take responsibility for purchasing food and beverages, ensuring well-stocked kitchens and refreshment areas.
Maintain an inventory of supplies, anticipating restocking needs and initiating orders as required.
Work closely with vendors to negotiate pricing and manage delivery schedules.

Research and Reporting
Conducting research, compile data, and preparing reports or presentations to support decision-making.

Event Planning
Heading up the Social Committee responsible for coordinating and organising company events, conferences, or seminars. This involves managing logistics, coordinating with vendors, preparing event materials, and ensuring smooth execution.
Send out invites to staff regarding social events stemming out of the social committee and from EXCO.

Facilities Management
Oversee facilities management, Health and Safety compliance, maintenance management, Team management, and general administrative support.
Liaise with building management to ensure a safe, comfortable, and functional working environment.
Address facilities-related issues promptly and coordinate necessary repairs and maintenance.

Please do not apply using Scanned CVs, no supporting documentation is required at this point, this will be requested at a later date.

Kontak Recruitment Disclaimer:
Equal opportunity: All backgrounds are welcomed, with no bias. All are considered based on requirements.
Job specifics: Requirements mirror advertisement, duties may adjust for client needs.
Fair process: Fair assessment, only shortlisted candidates contacted due to volume.
Privacy: Data processed as per Privacy Policy. By applying, you agree to data handling. We safeguard applicant info.
Candidate verification: Candidates selected by the client are verified. False info may disqualify or end employment via the client.
Offer clarity: Advert is not a binding offer. Written offers based on pre-employment conditions.
No direct link: Advert is not tied to Kontak Recruitment. We assist in the employment process ONLY.
Applicant Responsibility: Upon applying, confirmation of receipt for a specific advert is given. If no confirmation is received, you must verify with Kontak Recruitment.

Skills Required