South Africa

Executive Personal Assistant

Company GIBB Engineering & Architecture
Reference # HR2
Published 10/03/2020
Contract Type Permanent
Location Illovo, Gauteng, South Africa
A subsidiary of GIBB, SVA International (formerly Stauch Vorster Architects) provides the full range of architectural services including brief development, feasibility studies, building design, green building, project management and urban design. Here you will find an environment conducive to helping you make the most of your abilities and skills.

SVA International is looking for another talented professional to complement their team, in the form of an Executive Personal Assistant to the Managing Director. We welcome your application if you believe you meet the requirements for this position.
Job Functions Administration,Personal Assistant
Industries Admin, Office & Support,Architectural & Interior Design
The core purpose of this role is to provide executive administration support.

The successful candidate will be responsible for/should possess the following:

General support to and management of the Managing Director’s office
Link between the Managing Director and all internal and external stakeholders’ therefore positive representation of the Managing Director at all times.
Requisition and co-ordinate travel arrangements and ensure well-arranged and cost-effective travel solutions by liaising with travel agents, monitoring cost, collating and disseminating required documentation, issuing or acquiring letters of invitation and arranging VISA's when necessary, drafting and managing travel itineraries (local and international travel)

Extensive and effective diary management and coordination of Managing Director’s priorities:
Escalate any diary priority clashes to the Managing Director for joint decision making as and when they occur, proactively managing any potential meeting overlaps and clashes
Ensures sufficient travel time between meetings
Screen requests for meetings or events to be attended by the Managing Director and determine which ones would be appropriate for personal attendance and which ones should be delegated
to other managers in the business.
Track and monitor the acceptances and declines obtained from parties that have been invited to the meetings requested by the Managing Director.
Resolve attendance issues.
Liaise with relevant parties to reschedule any meetings.
Annual drafting and monitoring/co-ordination of Managing Directors Annual Calendar Plan
Professional handling of telephone calls, filtering/screen and re-routing where required.
To service meetings, including preparation of meeting papers, boardrooms obtaining and preparing briefing materials and presentations, and taking minutes when requested/where necessary -
timeous distribution of minutes thereafter.

Ensure that relevant documentation for meetings is available to all attendees.
Arrange teleconferences and video conferences and liaise with internal service providers to obtain dial in details
Preparation/compilation/co-ordination of meeting documents – Board Packs included
Document formatting, tabling, report writing, mail merges, spreadsheets, etc.
Updating of client contact details and management of Key Client Database e.g. Outlook Contacts.
Research and prepare professional presentations using internal guidelines and templates.
Arrange high-level meetings, team meetings, conferencing and events, including sourcing external suppliers and end-to-end co-ordination in order to meet business objectives as directed by manager(s).
Following up on outstanding matters, sense of urgency and follow through, effective completion of tasks
Manage an effective physical and electronic filing system.
Professionally liaise with all internal and external stakeholders.
Management of monthly expense claims and timeous approval of invoices.
Manage Managing Director’s approvals and various deadlines
Drafting of letters and any other correspondence.
Maintaining confidentiality in handling sensitive business, professional and personal issues
To ensure appropriate systems and processes are developed and maintained to support effective and
efficient day to day running of the office
Ad-hoc projects and research as needed

National Diploma in Office Administration or similar

At least 5 years secretarial experience at Executive level
Advanced MS Office suite especially MS Outlook (skills will be tested)
Typing speed: 65 w.p.m. recommended (skill will be tested)
Very good communication skills
High attention to detail
Very good planning and organizing skills
High level of judgement
Self starter
Ability to quickly learn various software applications
Job Closing Date 30/04/2020
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Last Updated: 30-7-2020 []
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