Executive Assistant to the MD

PURPOSE OF THE JOB: The main purpose of this position isto 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. To also ensure that job goals are completed by striving for Quality, Trust and Security at all times.

KEY PERFORMANCE AREAS (DUTIES & RESPONSIBILITIES): 

The key responsibilities of the position are as follows, but not limited to:

• 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.
• The incumbent must ensure that they identify and make suggestions to the MD’s office for improvements when problems and/or opportunities arise.
• Learn about business needs changing and consider the impact on services provided.
• Uphold the MD’s code of ethics and business conduct.
• Run MD’s errands when necessary..
• Participating 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.
• Ensure follow up from the office of the MD as well as other parties involved in meetings/projects

MINIMUM ACADEMIC QUALIFICATIONS:

• Preferred Diploma or Degree in Business Administration, Secretarial (or equivalent or any other related to this position).
• Matric / NQF Level 4 Qualification (or Equivalent).

PROFESSIONAL EXPERIENCE:

• 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.

KNOWLEDGE, SKILL & ABILITIES:

• 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.

$$ 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, in which all employees feel a sense of belonging. We warmly welcome all applications regardless of gender, age, race or ethnic origin, social and cultural background, religion, disability and sexual orientation. 

 $$ Venesa Lubisi $$ venesa.lubisi@gi-de.com $$ 0027 11 309 4900 $$ $$ https://career5.successfactors.eu/career?company=gieseckede&career_job_req_id=26520&career_ns=job_application