Executive Assistant to Managing Directors - Johannesburg
Universal Health
To provide a wide range of support services to two highly pressurised Managing Directors. The incumbent will act as a first point of contact in dealing with correspondence and phone calls, managing diaries and organising meetings and appointments, often controlling access, booking and arranging travel, assisting with tenders, transport and accommodation as well as managing databases and filing systems. Duties and Responsibilities The primary duties and responsibilities will include: Assist the MD's with any requests the company may require to function optimally. Provide executive support including office management. Extensive diary management, including organisation and administration of meetings, setting up internal and external meetings, events, conference calls, conferences, drafting agendas and formulating minutes etc. Handling all correspondence and communication as and when required, including mail, letters, memorandums, and responding to routine mail and telephone queries. Providing support in the co-ordination of departmental activities, by ensuring that direct reports meet their objectives in an efficient and timely manner. This includes ensuring daily matters requiring follow-up action are acted on by the Managing Director. Preparing reports as and when required. Managing budgets and other financial matters. Coordinating projects that may involve working with all levels of internal management and staff. Managing travel arrangements, including airline, hotel, and rental cars. Conduct internet research to keep management up to date on things that are important to the Group. Assist with tender processes to acquire new business for the Group - assisting in the preparation of tender documents, ensuring all required information is included and formatted correctly. This may involve drafting sections of the tender, collating supporting documents, and coordinating inputs from various departments or team members. Coordinate, assist and finalise ad hoc queries, requests and projects. Assist in managing the procurement process for the Group. Confidentiality and Discretion - h andling sensitive information with utmost confidentiality and discretion, maintaining trust and professionalism at all times. Ad hoc Tasks - a ssisting with various ad hoc tasks and special projects as requested by the MD's, demonstrating flexibility and readiness to support evolving needs. Key Competencies and Skills Extremely efficient, organised and resourceful Flexible and able to function well in a fast-paced environment Good interpersonal skills and the ability to function at all levels Strong decision-making skills Strong verbal and written communication skills in English Attention to detail Effective time management Able to engage comfortably at a senior level Will be a required to constantly update skills on new computer programs or office technology Engage in continuing education to keep ahead of advances in technology and operational techniques Problem Solving - anticipating challenges and proactively resolving issues that may arise, ensuring the MD's priorities are addressed efficiently Computer Literacy Mastery proficiency level is required for the following programmes: MS Word MS Excel MS Outlook / email MS Explorer / Internet MS PowerPoint Work Requirements The position will be based in Sunninghill. Willingness to work long hours when required. Own transport is required. Remuneration A competitive salary and benefits will be negotiated, consistent with experience and the role and responsibilities of the position. Foster diversity in the workplace; Promote equal opportunity and fair treatment in employment through the elimination of all forms of unfair discrimination. Experience and Qualifications Required Secretarial Diploma or similar relevant qualification. Minimum 5 years' experience as a Personal Assistant. Experience in the healthcare environment would be an advantage.
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