Executive PA

Role Purpose

Provide an effective and efficient administrative, secretarial and operational assistant function to support Exco members and the Africa team.

Requirements

• 3 -5 years' relevant experience in executive secretarial duties
• Good interpersonal skills supported by exceptional verbal and written communication skills
• Ability to deal with sensitive issues discretely and to handle confidential information appropriately
• Matric with a relevant Secretarial related qualification, preferably Executive Secretarial
• Project management experience would be advantageous

Duties and Responsibilities

Handle All Administrative And Secretarial Activities

• Support diary management activities to effectively schedule appointments
• Arrange detailed travel arrangements and compile all the relevant documentation for travel-related meetings
• Pro-actively screen incoming calls, correspondence and respond independently where possible
• Co-ordinate all the components (logistics, catering etc.) of events, meetings and functions within budget and specifications
• Provide secretarial support (agenda, minutes, action plans etc.) for the preparation and successful execution of meetings
• Support the flow of information within the Africa team, ensuring that matters requiring their personal attention are handled speedily
• Escalate faults and other housekeeping issues with the relevant service provider and ensure queries are resolved within the given timeframes
• Order and control office supplies
• Accurately escalate client complaints and queries to the relevant department
• Ensure files are kept in order and easily accessible
• Collate, compile and distribute documents to the required standards within defined timeframes
• Attend to ad hoc personal matters

Engage With Clients In a Client Centric Manner

• Provide authoritative, expertise and advice to clients and stakeholders
• Build and maintain relationships with clients and internal and external stakeholders
• Deliver on service level agreements made with clients and internal and external stakeholders to ensure that client expectations are managed
• Make recommendations to improve client service and fair treatment of clients within area of responsibility
• Participate and contribute to a culture which builds rewarding relationships, facilitates feedback and provides exceptional client service

346021306