Executive Personal Assistant Wanted: Signature Cosmetics – Gauteng, South Africa

CLOSING DATE: 07 JULY 2023

Job Description

Responsibilities

Read, monitor, escalate and respond to emails on behalf of line manager.
Effectively manage all, including confidential and personal correspondence.
Type, format, and edit reports, documents, and presentations including annual salary increase and bonus letters.
Prepare correspondence on behalf of line manager.

Prepare monthly cash flow budgets for line manager.
Capture data, maintain data bases, and keep records.
Maintain an effective filing system.
Collate, file, and reconcile expense claims.
Manage allocated budgets when necessary and credit card expenses.
Implement and maintain required procedures and administrative tasks.
Liaise with suppliers, clients, and staff.
Co-ordinate the Rentokil hygiene service account and equipment for both companies and address any areas of concern.

Liaise with and provide information to other departments as and when required.
Answer personal and line manager telephone, relay messages and prioritise time allocated for meetings.
Manage internal and external correspondence.
Schedule appointments, manage and maintain calendars, organise meetings and send reminders.
Copying, scanning, and collating documents.
Arrange facilities for meetings and the required refreshments.
Order office supplies and arrange courier services as and when required.
Arrange business travel, transport and accommodation bookings.
Organize events and conferences and propose itineraries and activities.
Provide and arrange personal household and family administrative tasks including but not limited to travel plans, household maintenance and cleaning, book appointments, shopping when necessary and arrange ad hoc transportation.
Ensure line manger receives the necessary reminders and notifications of deadlines and important tasks and or events.

Conduct research as and when required.
Process all allocated insurance claims as per company and insurer standards.
Effectively utilise resources to ensure head office requirements are met, including but not limited to allocation of duties to HO driver, catering, and venue allocation.
Ensure that head office facilities are maintained in a clean and hygienic condition and escalate requirements to the relevant department.
Be intuitive to the needs of the line manager and provide the required level of support.
Observe best business practices and office etiquette.

Requirements
Grade 12 or equivalent qualification is required.
Certification in secretarial work, office and business administration or related qualification is required.
Minimum 5 years’ experience in a similar role is required.
Extensive experience in creating documents and spreadsheets, using office software such as Microsoft Office.
Working knowledge of printers, copiers, and scanners.
Advanced typing, note-taking, record keeping and organisational skills is required.
Managing allocated budgets and company credit card is required.
Experience with managing internal and external correspondence is required.
Experience managing multiple calendars is required.

Experience managing events and arranging functions is required.
Experience with organising and supporting personal and family related tasks is required.
Processing of insurance claims and service provider accounts.