Executive Assistant (in South Africa)

Responsibilities:

• Travel organization: Preparation of extensive and global travel and hotel arrangements. Dealing with last minute changes in a very fast paced environment (book flights, hotels, taxis, airport pickups…). Being able to liaise with staff members and clients globally
• Preparation and communication of itineraries, arranging visas and other travels documents (ESTA, passport renewal…)
• Calendar management: Organizing and maintaining the executive calendar, scheduling proper appointments and meetings, keeping precise track of all trips and important meetings
• Booking restaurants, lunches
• Dealing with incoming emails, faxes and post mail. Dispatching important documentation to the right persons
• Monitoring and screening telephone calls, screening enquiries and requests from the executive and other staff members, external people. Being the link between the executive and staff members, clients, suppliers
• Handling routine matters independently and proactively
• Completing research for the executive and various administrative works (producing documents, briefing notes and presentations, travel expense claims, invoices, letters, post mail, printing copying and filing of documents, database management)
• Interacting with international clients and suppliers. Being able to manage a team and assigning tasks to others.
• Organize former events as per requirements, being willing to travel (only if necessary), Archiving

Requirements:

• Experience:
• High School diploma
• Secretarial training
• At least five years of experience working with key executives/international environment
• Skills:
• Bilingual - third language a plus (both spoken and written)
• Multi-tasking skills, great planning skills
• Able to work under pressure
• Ability to prioritize tasks and delegate, flexible, team worker
• Reliable, discretion, confident
• Polished communication skills (interpersonal and customer service skills) – Both verbal and written
• Helpful, service orientated
• Competencies:
• Knowledge of emailing, Internet, Word/excel proficient
• Other software knowledge a plus
• To directly respond to a job through Linkedin, you need a VPN