Executive Assistant (Maternity Relief)
Omega Human Capital
Johannesburg, South Africa
23h ago
source : Job Placements

Provide all administrative support for the team at a consistent and exceptional level including, but not limited to :

Manage and maintain busy outlook calendars highlighting potential conflicts, inputting travel data, conference calls, meetings etc.

Develop working relationships with external clients and their assistants to facilitate the information flow and scheduling process

Maintain and develop working relationships with various support staff members to maintain information flow and scheduling process

Provide production support including slide generation, graphics, proofreading, editing, copying and book binding in co-operation with our Visual Services Department

Organize and schedule client and internal meetings and events; prepare logistics / equipment arrangements

Provide vacation cover to other Executive Assistants and Reception Desk as needed

Coordinate committee meetings, arrange conference bridges, reserve conference rooms, organize catering

Where appropriate prepare and circulate meeting agendas and materials, attend meetings, take and distribute meeting notes, follow up on action items

Provide administrative support to Practice Area (PA) events : prepare invitation mailings, manage responses, arrange catering, venues and on the ground support

Organize and maintain online systems for PA

Manage client contacts for MS Dynamics, and relationship maps

Organize and maintain electronic filing system

Prepare weekly timesheet and expense reports

Maintain highest level of internal and external confidentiality

Strong service orientation

  • maturity and flexibility to work both independently and in cooperation with others
  • high level of self-motivation and initiative
  • willingness to exercise good judgment and make decisions based on logic and common sense
  • Excellent organizational skills

  • ability to anticipate alternate solutions and be prepared with contingency plans as needed in a calm and efficient manner
  • superior attention to detail and accuracy
  • follow through / ownership of tasks to completion
  • willingness to consistently check and double-check all aspects of Partner / Principal(s) full and fast-paced schedule (including schedule, travel, client meeting preparations and materials)
  • Ability to multi-task and complete a variety of projects in a fast-paced environment

    Ability and willingness to work overtime on projects and tasks as required

    Knowledge and experience of the SA and local practices

    At least five years administrative support experience, preferably at a professional services firm

    Proficient computer skills : Windows, Word, Excel, PowerPoint, Outlook

    Minimum typing speed : 50 wpm

    Organizational skills : ability to handle competing priorities and to work effectively in a challenging, fast-paced environment

    Service oriented, flexible, attentive to detail team player

    Ability to respect all company information as personal and confidential

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