Executive Assistant
Giesecke+Devrient
full-time
Posted on:
Location Type: Office
Location: Johannesburg • South Africa
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About the role
- The main purpose of this position is to provide assistance, general office management, meeting and event coordination to the Managing Director (MD).
- To manage the office environment and provide customer service to internal and external stakeholders.
- Proactive diary management – managing internal and external requests for meetings on behalf of the MD, addressing conflicts in availability as well as effective meeting logistics and communication.
- Ensuring all necessary requirements are made e.g. meeting venue, equipment, presentations, agenda and catering etc.
- Completion of credit, travel expenses and general support with financial recons.
- Prepare a variety of complex reports, including attending meetings to gather information and compile minutes.
- Also prepare presentations and board packs.
- Typing, formatting and editing (as appropriate) of correspondence, minutes of meetings, reports and proposals.
- Monitor and respond to incoming communications (including complaints) to MD’s office, including phone calls, emails and walk-ins, ensuring correct department distribution where necessary.
- Organizing and storing information and records and implement record retention system.
- Act as liaison between the MD and Management team or the internal and external stakeholders including the public and represent and communicate issues timeously.
- Maintain appointment schedules, calendars, and coordinate travel arrangements.
- Provide information to other departments, internal and external parties and organizations, committees involving MD’s office.
- Ensure follow-up from the office of the MD as well as other parties involved in meetings/projects.
- Participate in strategy coordination and other meetings, draft and circulate meeting agendas preparing minutes, communicating reminders, confirming venues and arranging refreshments.
- Coordinating and arranging internal staff functions, client events, conferences and seminars associated with the MD’s office.
Requirements
- Preferred Diploma or Degree in Business Administration, Secretarial (or equivalent or any other related to this position)
- Matric / NQF Level 4 Qualification (or Equivalent)
- Minimum 5 years’ proven experience as a Personal Assistant (PA) and a minimum of 3 years’ experience as a PA supporting an Executive.
- Must be articulate and have good presentation skills.
- Strong command of Microsoft Office.
- High level of confidentiality and discretion and meticulousness is a must.
- Well-coordinated organisation, planning and effective time management
- Excellent report compilation.
- Accuracy and attention to detail is a prerequisite
- Ability to support customers / functions / management.
- Excellent interpersonal skills.
- Ability to interact with all departments at all levels including Senior Managers.
- Must be able to handle pressurised situations.
- Ability to work independently, and must take full responsibility and accountability of.
- Ability to ensure that the MD’s office is not placed at risk when executing tasks.
Benefits
- We are an equal opportunity employer!
- We promote diversity in all its forms and create an inclusive work environment, free from prejudice, discrimination and harassment.
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
report compilationdiary managementmeeting coordinationfinancial reconciliationpresentation preparationcorrespondence formattingrecord retentiontravel arrangementevent coordinationcustomer service
Soft Skills
articulatepresentation skillsconfidentialitydiscretionmeticulousnessorganizationplanningtime managementinterpersonal skillsindependence
Certifications
Diploma in Business AdministrationDegree in Business AdministrationSecretarial qualificationNQF Level 4 Qualification