Executive Personal Assistant

Description:

Executive and Management Support

Full spectrum of administrative duties for Management.
Co-ordinate and schedule meetings, including diary management and appointment setting.
Provide personal and business support to all Directors.

Contract and Document Management

Draft and securely file all company contracts.
Compile documents and agendas for meetings.
Minute-taking and timely distribution for:
Arrange refreshments/lunches for meetings when required.

Sales & Analysis

Compile sales reports, graphs, spreadsheets, and trend analysis.

Legal & Intellectual Property

Manage patents and trademarks.

Staff Oversight

Oversee Receptionist, Driver, and Cleaning Staff (office and warehouse).

Insurance Administration

Liaise with insurers to ensure all policies (local and global) are current.
Handle policy claims and follow-ups.

Travel Arrangements

Book local/international flights, hotels, car hire.
Manage visa applications and forex orders.


Vehicle Portfolio Management

Maintain vehicle register, manage tracking systems (e.g., Cartrack).
Oversee vehicle licenses, fines, insurance, and fuel card usage and reconciliations.

Cellphone & Communications

Manage Vodacom contracts for company phones, including new activations, upgrades, and cancellations.

Finance Support

Assist with credit applications.

Credit Card Management

Manage issuance/cancellation of staff cards and resolve queries.
Conduct reconciliations for MD & Sales Director accounts.
Monitor for irregular expenditure.

Procurement Duties

Manage company debit/credit card purchases and reconciliations.

Office Services & Maintenance

Address building maintenance concerns and coffee machine servicing.
Ensure office efficiency and internal support.
Coordinate layout, systems, and equipment upgrades.
Arrange flowers for special occasions.

Events and Marketing Coordination

Provide support to marketing and internal sales teams.
Coordinate events
Promotional gifting and events (birthdays, farewells, etc.)

Requirements:

Matric or relevant qualifications