Executive Personal Assistant (EPA)

RESPONSIBILITIES:

 

Office management and administrative duties

  • Manage, coordinate and maintain calendar of the executive including appointments, meetings and travel.
  • Responsible for organizing of internal and external meetings on behalf of the executive ensuring all necessary requirements are made e.g. meeting venue, equipment, presentations and agenda.
  • Responsible for organizing executive travel and logistics including flights, visa requirements, hotel accommodation, car rental, meeting schedules while travelling and completing expenses.
  • Monitor and respond to incoming communications (including complaints) to executive’s office including phone calls, emails and walk-ins and direct them accordingly.
  • Provide secretarial support for meetings, including drafting and circulating meeting agendas, preparing minutes, communicating meeting reminders, confirming venues and arranging refreshments.
  • Write and distribute comprehensive minutes and action points to all members post meeting.
  • Conduct research, draft and write high quality reports and presentations, as required by the executive.
  • Communicate important updates and information to company employees as required by the executive were applicable.
  • Provide executive and administrative support.
  • Manage and review filing and office systems.
  • Collate, file expenses and ensure that payments are processed timeously
  • Manage ad hoc projects.
  • Liaise with clients, suppliers and other employees.
  • Meet and greet visitors at all levels of seniority.

 

COMMUNICATIONS & WORKING RELATIONSHIPS:

Internal:

  • Executives
  • Employees

Reasons for Interaction:

  • Align on purpose and execution of duties
  • Liaise with executives frequently to discuss their needs
  • Liaise with employees for sourcing and sharing information
  • Provide the necessary support to employees as required by the executive
  • Delegate work to employees in the absence of the executive and on instruction

External:

  • Customers
  • Travel agents
  • Service providers

Reasons for Interaction:

  • Respond to customer requirements courteously and timeously
  • Provide necessary information
  • Address problems and direct complaints
  • To arrange travel bookings and mitigate risks
  • Ensure services are delivered according to required standards
  • Follow through on actions
  • Ensure processing of payments where required

 

Job Requirements:

QUALIFICATIONS, EXPERIENCE, & SKILLS:

 

Educational Qualifications:

  • High school or equivalent diploma
  • Personal Assistant / Secretarial Diploma or Certificate
  • A Bachelors’ degree is an advantage
  • Sound Microsoft Office knowledge
  • Advanced PowerPoint
  • Sage VIP (Payroll) would be an added advantage
  • Demonstrated experience with Microsoft Office
  • Demonstrated experience with high efficiency and accuracy of typing and word
  • Experience with complex telephone systems, conference calling facilities and internal telephone transfers
  • Internet savviness


Years of Experience

  • 3-5 years’ experience in a Personal Assistant role
  • 6+ years’ experience in an Executive Personal Assistant role


Skills and attributes

  • Fluent in English
  • Clerical skills
  • Telephone skills
  • Client Relations skills
  • Designing and Maintaining Filing System
  • Organizing Meetings
  • Maintain Calendars
  • Record Keeping
  • Travel Arrangements
  • Typing
  • Event Planning
  • Preparing Reports
  • Processing Expense Reports
  • Taking Meeting Minutes
  • Discretion and trustworthiness
  • Professionalism
  • Flexibility and adaptability
  • Tact, diplomacy and good judgement
  • Excellent communication skills (verbal and writing)
  • Ability to communicate and liaise effectively at all levels and with people of diverse backgrounds
  • Exceptional attention to detail
  • Team Player
  • Flexibility with regards to working hours – may be required to work overtime
  • High levels of motivation and enthusiasm
  • Strong worth ethic
  • Excellent organisational and time management abilities
  • Excellent interpersonal skills
  • Ability to work within tight time-frames and in a fast-paced environment
  • Ability to work autonomously taking direction as needed
  • Ability to plan and coordinate multiple tasks in a timely manner
  • Ability to independently solve a range of ad hoc and recurring problems
  • Be able to stay calm when interacting with others or in difficult situations
  • Required to have a positive attitude

How To Apply

Applications must be sent to : 8 Woodlands Dr, Woodmead, Sandton, 2191

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