Jobs

MULTICHOICE Is Hiring: Executive Personal Assistant – South Africa

[email protected]May 8, 2023

2 minutes read

CLOSING DATE: 11 MAY 2023

Purpose of the Position:

To ensure that the executive stays organized and supports them in ensuring that the business runs smoothly
To work closely with top executives providing high-level administrative support by conducting research, preparing reports, handling information requests, and performing administrative duties such as general correspondence, hosting guests, coordinating meetings, and extensive schedule management.
Key Performance Objectives

Tasks

Personal Assistance

Maintain an up to date, orderly and logical filing system that can be easily accessed by relevant individuals

Meeting Management

Analyse meeting requirements, prepare required information and advise the CEO / Executives

Event management

Arrange functions and events according to requirements upon request by the CEO / Executives
Determine a budget amount for these events
Send invitations to CEO’s / Executive’s invitees in advance
Make sure that all hotels, travel and forex arrangements are on track and arranged as requested

Operational support

Qualifications

Essential: Diploma level educational qualification
Preferred: Degree

Experience

A minimum of 3-5 years’ Secretarial/Office Administrative experience or Equivalent
Analyze monthly and weekly plans and determine required amount of meetings, logistics, attendees, etc.
Produce documents, briefing papers, reports and presentations, etc. as requested by CEO / Executives
Carry out background research and present findings to the CEO /
Executives
Carry out specific projects and research as requested by the CEO /
Executives
Support executive with presentation and report research and preparation
Ensure that the CEO’s schedule is planned in advance and that the calendar/diary is up to date and efficiently managed as changes occur
Request necessary data from management so that reports can be compiled
Screen phone calls, e-mails and messages either through first line
response or forwarding as appropriate
Process incoming correspondence and action as required, e.g.
Update calendar
Type documentation
Distribute / forward information
Internal and external queries
Maintain stakeholder database and ensure that all information is accurate and up to date
Regularly check resource supplies to ensure sufficient stock
Schedule meetings as planned or requested
Ensure that an agenda is sent to all delegates, both with standard agenda items as well as any items that need to be included for follow up as a result of actions documented in previous meetings
Ensure that delegates are aware of what they need to prepare in terms of contribution to the meeting
Compile documentation required and distribute in advance to delegates
Arrange logistical requirements and ensure smooth running of the meetings
Take minutes of meetings and ensure accuracy and timeous distribution
Technical Competencies