Executive Assistant

Our client is looking for a well-organized, energetic, and dynamic Executive Assistant to provide support to the Executive Team, in Bryanston. This is a great opportunity to establish working relationships with high-level executives and contribute to the overall efficiency and effectiveness of our organization.

The Executive Assistant provides a high-level administrative and hands on support for company leaders to ensure they can efficiently accomplish key tasks, projects, and company initiatives. An executive assistant is responsible for overseeing the planning and implementation of daily duties and projects. They monitor the progress of the projects and submit reports to all stakeholders. They define the tasks and resources required to complete a project. They keep the executive’s communications organized so that the executives can easily access the most important information without having to sort through low-priority items. The Executive Assistant screen all visitors and determine what level of support they need while offering polite, professional customer service. They manage the executive’s daily calendar, including scheduling meetings, confirming appointments, writing itineraries, managing key projects, and arranging for transportation. Executive Assistants also train other administrative staff on company policies and best practices.

Key Performance Areas but not limited to:

• Managing the scope of projects, including identifying potential problems and adjusting as necessary.
• Serving as a liaison between departments within an organization to ensure that projects are completed successfully.
• Reviewing project proposals to determine feasibility and making recommendations for changes.
• Ensuring that project milestones are met, and deadlines are met by communicating with all parties involved in the project.
• Executive Assistant’s usually have a high level of administrative experience and may be entrusted with tasks like researching clients.
• Preparing reports.
• Respond to messages and delegate communications to the appropriate department.
• Throughout the day, update the office schedule and call business partners to confirm appointments.
• Assisting the Executive Education function.
• Be able to manage processing software, spreadsheets, and databases to organize all the information in their department.
• Highly proficient on associated Microsoft Suite such as Outlook, Excel, Word, and PowerPoint.
• Ensure that the executives are prepared for meetings with organized research documents and notes.
• Time and Diary management.
• Event co-ordination.
• Provide administrative and co-ordination support for key projects that the Executive requires.
• Manage office space to ensure the business is adequately prepared for meetings or events by communicating with relevant stakeholders.

Skills required:

• Communication: Effective communication is a crucial skill for project managers, as it allows them to convey information to the team and other stakeholders. As an executive project manager, you may be responsible for communicating with senior leadership, so it’s important to be able to convey information in a way that they can understand. You may also be responsible for communicating with team members who are located in different offices or management levels, so it’s important to be able to use communication tools like email, instant messaging, and video conferencing to convey information clearly.
• Leadership: Leadership skills can be an important trait for an executive project manager to have, as they can be responsible for overseeing several projects. Leadership skills can help a project manager guide the teams and projects to success, as they can be able to motivate their team members and encourage them to work hard.
• Organization: Organization is another skill that can be useful for project managers to have. Being able to keep track of multiple tasks, deadlines and other information can help you be more effective in your role. Executive project managers may need to be especially organized, as they may have more tasks and responsibilities than other project managers.
• Time management: Time management is another crucial skill for project managers to have, as they often have multiple tasks to complete simultaneously. Executive project managers may have more responsibilities than other project managers, so time management is an important skill for them to have.
• Problem-solving: Problem-solving skills allow you to identify and resolve issues that arise during the planning or execution of a project. As an executive project manager, you may not be on-site to resolve issues, but you can help to identify the source of the problem and offer solutions to resolve it. For example, if a project team member is having difficulty completing a task, you may be able to help them find a solution by providing them with resources or training.
• Executive project manager must be detail oriented.
• Proactivity and self-direction.
• Highly perceptive and prepared.
• Excellent professionalism.
• High level of integrity and maintain confidentiality.
• Flexibility and agile working.

Experience:

At least five years’ experience in a related role. Experience as a project manager, administrative support management role, executive assistant, is valuable.

Qualification:

– Bachelor’s degree in a business or related field, such as business administration, or management.

The successful candidate will be based in Bryanston.