Executive Assistant Kempton Park - Kempton Park
RMS Staffing Solutions
Required for a well established company based in Kempton Park Responsibilities and Duties : Job Overview • Diary Management • Meeting Minutes • Marketing Coordination • General Assistance • Daily Requirements • Conference Coordination Responsibilities and Duties Diary Management Schedule all requested meetings. Include as much information about any meetings scheduled, in the actual meeting request (i.e. attach relevant mails, sheets or documents and/or add any discussion points may be added in the body of the request). Liaise with other Mangers and Personal Assistants where necessary. Liaise with external people where necessary to coordinate diaries. Manage the diary to ensure no scheduling conflicts exist. Ensuring your manager is reminded of all meetings timeously. Ensuring all people are present for scheduled meetings and following up where necessary. Meeting Minutes Taking of all minutes of meetings, as requested. Meeting minutes must be taken live and sent out to all parties within 24 hours of the meeting. Checking all meeting minutes and Asana boards (even those sent by others) and compiling a list of all your manager's action points and sending this through and ensuring they are actioned, assisting wherever possible. • Schedule meetings and manage calendars • Answer phone calls and emails and take messages • Take accurate and comprehensive notes at meetings • Help with daily time management • Run errands as requested • Plan travel, including flights, accommodation and ground transportation • Coordinate events and speaking engagements • Draft correspondence such as emails and letters Key Competencies : • Well presented • Well spoken and articulates information well • Strong administrative skills • Highly proficient with excel • Tech-savvy Keeping track of all requests sent to Marketing and ensuring all requests are responded to with a 24-hour time period. Assisting with event coordination, research, and set up, where required. General Assistance Assisting with all requests given to the best of your ability. ØAssisting with email filing and correspondence. Assisting with all departments when required. Daily requirements Ensure coffee is made by 8am every morning and every hour thereafter, or as requested. ØEnsuring coffee is made for all meetings. Conference Coordination Assisting with all conference coordination, including meeting requests, itineraries, setup, food organisation, and taking of minutes. Employee Management Attend to the processing of attendance registers of the various employees, including but not limited to the Ebotse and the Vaal house, who attend to the various services at the Executives residences for payroll purposes. General Conduct Wherever you go and whoever you engage with, keep in mind that you are a reflection of your manager. As such, you need to ensure that you act at all times with utmost professionalism and decorum. ØYou also need to ensure that you dress according to acceptable standards. ØYou need to understand that at work, you may not participate in any personal relationships and may not use company resources for personal interactions. You will be privy to many private conversations, and you need to ensure that all conversations (whether you deem them to be private/personal in nature or not) are always kept strictly confidential. Keeping track of all requests sent to Marketing and ensuring all requests are responded to with a 24-hour time period. ØAssisting with event coordination, research, and set up, where required. • General Assistance ØAssisting with all requests given to the best of your ability. ØAssisting with email filing and correspondence. ØAssisting with all departments when required. • Daily requirements ØEnsure coffee is made by 8am every morning and every hour thereafter, or as requested. ØEnsuring coffee is made for all meetings. • Conference Coordination ØAssisting with all conference coordination, including meeting requests, itineraries, setup, food organisation, and taking of minutes. • Employee Management ØAttend to the processing of attendance registers of the various employees, including but not limited to tattend to the various services at the Executives residences for payroll purposes. General Conduct Wherever you go and whoever you engage with, keep in mind that you are a reflection of your manager. As such, you need to ensure that you act at all times with utmost professionalism and decorum. You also need to ensure that you dress according to acceptable standards. You need to understand that at work, you may not participate in any personal relationships and may not use company resources for personal interactions. You will be privy to many private conversations, and you need to ensure that all conversations (whether you deem them to be private/personal in nature or not) are always kept strictly confidential. Ø Requirements : Tertiary qualification - highly recommended Min 3 years experience as a Personal Assistant Travel arrangement experience (International & domestic) Own vehicle R neg
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