An exciting opportunity for an experienced Personal Assistant to join a small family-owned holding company based in Mount Croix, Port Elizabeth.
Our client is looking for someone with at least some experience as a senior general secretarial/PA level with administrative, communication skills/knowledge at a senior executive level.
Responsibilities:
• Working mainly for the two principal owners of the family business and supporting them in their roles as Chair and Owner Director with a direct daily reporting line to the Owner Director.
• Manage and support the Chair and Owner Director who rely totally on the PA to manage their day-to-day diaries and the many aspects of their busy schedules; diary scheduling, handling and screening telephone calls, mail and emails, arranging and coordinating domestic and international travel schedules, organising daily, monthly and annual business meetings, events, bookings, appointments plus other commitments that they may have. This may also include organising group bookings on their behalf from time to time.
• Be the first point of contact by telephone and be able to handle and filter any calls, mail and emails and be able to direct or respond to them appropriately.
• Work closely with the Finance and Legal Directors’ Secretary and provide holiday/absentee cover.
• Coordinate regular internal team meetings as well as national and international company board meetings.
• Arrange and coordinate meetings with prospective investment companies. Assist with legal paperwork and processes such as the provision of personal and confidential documents as may be required from time to time.
• Liaise with the family’s estate secretary on any estate/property matters, as well as the London property manager. Manage the payment of credit cards, invoices and expenses, including the processing and payment of regular utility bills and service contracts.
Key skills:
• Excellent organisational and communication skills.
• Excellent administration and computer skills.
• A calm and professional manner.
• The ability to co-ordinate and book complex travel arrangements.
• Ability to use your own initiative.
• A flexible and adaptable approach to work.
• Able to deal with company sensitive and highly confidential information and the ability to handle sensitive information with the utmost discretion.
• Excellent written, verbal, and interpersonal communication skills and be comfortable liaising with people at all levels.
• Advanced working knowledge of Office 365, especially Outlook, Teams/Zoom, Excel, Word, including experience creating spreadsheets.
• Shorthand or speedwriting would be useful but not essential.
• Good project management skills.
• Provide coverage and support to the Finance and Legal Directors’ Secretary as required.
• Other administrative tasks as required to support the business.
This position is full-time, office based, with flexibility to work from home from time to time. Flexibility to work beyond business hours will also be needed when required.
Working hours are 09:00-17:30 Monday to Friday with parking onsite.
Send Application to: vacancies@ecstaffing.co.za
Reference: ES397411