Executive Personal Assistant

Job category: Others: Administrative Support and Secretarial

Location: Randburg

Contract: Permanent

Remuneration: Market Related

EE position: Yes

Tracker is seeking a seasoned and highly professional Executive Personal Assistant to provide trusted and proactive support to members of Exco. The candidate will be required to support several executives by effectively managing calendars and meetings, travel bookings, reporting and perform a wide variety of complex and confidential administrative, Executive Personal Assistant duties. The Executive PA will be required to manage the office environment and provide customer service to internal and external stakeholders. Attention to detail, effective time management, report compilation, high level of confidentiality and discretion and meticulousness is an inherent requirement of the job.

• Provide end-to-end executive support to multiple exco members
• Proactively manage complex diaries, priorities and schedules across multiple executives
• Act as central point of coordination between Exco, senior management and internal and external stakeholders
• Plan coordinate and administer meetings including arrangements of agendas, meeting packs, venue, catering, technology and all related meeting logistics
• Prepare a variety of complex reports, including attending meetings as required and produce accurate high-quality minutes, actions and resolutions
• Manage and process a variety of documents, requisitions, purchase orders, resolutions and other correspondence
• Monitor and respond to incoming communications (including complaints) to Executive offices, including phone calls, emails and walk-ins, ensure correct department distribution where necessary.
• Organizing and storing information and records and implementing record retention policies and procedures.
• Follow up on sensitive customer complaints and inquiries.
• Act as liaison between Executives and departmental managers or the internal and external stakeholders including the public and represent and communicate issues timely.
• Maintain appointment schedules, calendars, and coordinate travel arrangements.
• Coordinate and organize meetings, meeting minutes and records and follow up on action items.
• Provide information to other business units or departments, internal and external parties and organizations, committees involving specialized and technical subject matter.
• Follow up on action times to management and or employees and provide status reports to Executive.
• Participating in strategy planning and other meetings, draft and circulate meeting agendas preparing minutes, communicating reminders, confirming venues and arranging refreshments.
• Perform special projects and other duties as assigned.
• Diploma in Business Administration or equivalent
• A minimum of 3-5 years' experience working as a Personal Assistant with at least 3 years supporting executives or Exco level leaders.
• Proven experience supporting more than one executive in a complex fast-paced environment.
• Committed to excellence in customer service delivery
• Advanced MS Office capability (word, excel, PowerPoint, teams etc)
• Excellent written and verbal communication skills including minute taking and executive correspondence.
• Ability to interact with all departments at all levels including board members
• Exceptional organizational, planning and prioritising skills
• High level of discretion, integrity, and professional judgement.
• Ability to work independently, under pressure and with minimal instruction.
• Detail oriented, analytical and methodical with a strong quality mindset.