Executive Assistant to 3 Directors ( 1 yr contract)

A well known social development organisation is currently recruiting for an Executive Assistant to be based in JHB North (Parktown) for a 12 months fixed term contract. You will be responsible for the full administrative and secretarial support to the Directorate Executive and manage the office environment of this Executive Office. This position coordinates and implement the clerical, record keeping, secretarial and administrative support tasks of the Directorate. The incumbent will assist with the day-to-day running of the Directorate. The incumbent will handle sensitive and confidential issues in a professional and objective manner. Take initiative as appropriate especially in the Directorate Executive’s absence.

Key Responsibilities

• Manage, coordinate and maintain calendar of Executive including appointments, meetings and travel.
• Responsible for organising of internal and external meetings on behalf of the Executive ensuring all necessary requirements are made e.g. meeting venue, equipment, presentations, prepare agendas.
• Provide executive and administrative support to Executive.
• Responsible for organising Executive travel and logistics including flights, hotel accommodation, car rental, meeting schedules while travelling and completing expenses.
• Monitor and respond to incoming communications to Executive’s office including phone calls, emails and walk-ins, ensuring correct department distribution.
• Secretarial support for meetings as and when required by the Executive, 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.
• Drafting and writing high quality reports and presentations, as required by the Executive.
• Communicating important updates and information to Company Executive Committee and staff as required by Executive.
• Structure the Company’s wide central calendar of events.
• Create, transcribe and distribute meeting agendas and minutes for the Executive’s Office or as requested.
• Undertake reception duties for the Directorate including dealing with or referring client queries.
• Handle procurement processes for the Directorate including sourcing required resources and obtaining approvals from designated signatories in accordance with procurement policies.
• Prepare all relevant documentation for procurement recording.
• Create and maintain a filing system for procurement initiated, which must include copies of procurement documents.
• Ensure all motivations received have the appropriate approvals and support documents attached .
• Make all travel arrangements for the Directorate (flights, accommodation & car hire) ensuring accurate travel bookings at all time
• Communicate arrangements regarding meetings/functions/conferences to relevant party and that  appropriate documentation is distributed prior to travel
• Attend all meetings as requested, taking minutes at all meetings, ensuring absolute attention to detail with no comebacks or corrections to be made afterwards.
• External Relationships (With Local/Provincial structures and other key parties, specify)

Minimum qualifications and experience required

• Grade 12 plus a National Diploma in Administration/Office Administration  Certificate in Computer studies.
• 3 to 5 years’ experience at a senior secretarial level
• Experience with reception duties
• Familiar with administration policies, systems and procedures.
• Able to use relevant software in particular the MS Office suite of packages.
• The use of general office equipment
• Exceptional interpersonal and communication skills, to enable professional interaction with a wide range of contacts, both internal and external
• Ability to organize and plan own work.
• Excellent IT skills, including a working knowledge of presentation software packages, preferably Microsoft Office Word, Excel and PowerPoint
• Strong computer skills including word processing, spreadsheets, graphical presentation and Internet research skills
• Human relations skills and understanding people from different cultures
• Practical skills such as the ability to set up data presentations

If you meet the requirements and interested kindly submit your CV and qualifications to lebok@armourvest.co.za or info@armourvest.co.za or contact 087 094 0469 for enquiries