Executive P.A. Highly efficient, driven, organised Executive P.A. required to join a growing eventing business based at their beautiful offices on the La Lucia Ridge

Dimensions of the job: Providing a frontline to internal and external stakeholders, Meet deadlines, Interaction at a senior level,  Finance, Administration and General Support and Co-ordination

To provide an efficient secretarial service to the 2 Directors of the business and general smooth running of the office. Co-ordination of appointments for the Directors at Head Office. Co-ordinate and / or prepare minutes, agendas, reports and relevant arrangements and distribution thereof all meetings. Attend meetings and take minutes. Type and format minutes. Assisting with group tenders. Capturing contact details on tender forms and collating necessary documents to complete tender process. Ensuring all data correct. Typing of general correspondence; e-mails, documents. Attend to mail distribution at Head Office. Ordering of stationery & office consumables. Preparation of power point presentations and excel spreadsheets. Attend to serving of refreshments as and when required. Arrangement for lunches for management meetings. Assist with events co-ordination & liaison with suppliers/ clients. Make all necessary travel arrangements and accommodation bookings in terms of the company policy and meeting the criteria of cost and suppliers. Preparation of event packs, which include copying, binding and distribution thereof. Communication Maintain a clear and professional channel of communication at all times. Effective screening of visitors, clients, customers and employees with enquiries and telephone calls. Directing internal/external enquiries to appropriate management levels.

Welcome visitors and offer refreshments.

Pick up clients, contractors and special visitors. Hospitality and Housekeeping. Manage housekeeping issues. Arrange meeting room for events. Check boardroom and meeting room is neat and tidy. Ensure room is equipped with a projector, laptop, flipchart and marker as required

Confidentiality: Maintain a high level of professionalism and confidentiality with all information / reports

Competencies Required

Qualification: A Diploma in Office management or general secretarial courses

Knowledge/Experience: Minimum 10 years Executive Secretary experience. Essential office/organisation and admin experience involving the typing reports spreadsheets and all correspondence. Booking and travel arrangements event co-ordination            

Computer skills: Excellent computer literacy MS SUITE will be required. Typing skills (approx. 40 words per minute). Advanced Outlook, Power point has a good knowledge of the software package (Typing of slides etc), Internet and email

Behaviors: ‘Can do’ attitude, Team player, Efficient, Self-confidence, Attention to detail/accuracy, Ability to have completion in tasks undertaken, Ability to meet deadlines, Ability to prioritize, Ability to follow through, Strong written and verbal communication and interpersonal skills, Strong ethics, Assertive, Excellent organisation skills, Patient, energetic focused, empathy, tolerant, pleasant, Friendliness, Honest and open/ flexible

 Skills: Ability to work under pressure, Communication skills, Interpersonal skills, Use initiative, Presentable and professional, Multi-tasker, Posted By Janine, Salary Neg., Location Durban

Email: Janine@adease.info