Executive Pa Full Time (Remote)

Executive Pa Full Time | VA Central Ltd | South Africa

DESCRIPTION:

The Executive Assistant plays an essential part in ensuring the smooth running of the business, providing efficient and accurate administration support. You will have the ability to carry out a combination of assigned tasks, some unsupervised, and will be used to dealing with confidential and sensitive materials and issues.

Responsibilities will include diary management, meetings management and communication, document production, managing correspondence, discretely handling confidential and sensitive information, quality assurance and governance.

The role necessitates a high degree of autonomy and initiative and the need to make decisions on a daily basis within the agreed standards and framework, in a context of changing demands. Ensuring all aspects of the administration, planning and coordination of work streams is managed effectively and efficiently.

REQUIREMENTS:

• At least 4 years of experience in a Personal Assistant role.
• Comprehensive understanding of office management systems and applications.
• A qualification as a PA is advantageous.
• Ability to use appropriate IT applications effectively (including Outlook, SharePoint, Word, PowerPoint and Excel).
• Technical proficiency and problem-solving skills related to: IT infrastructure; IT support and troubleshooting; and cloud-based environments (web-based applications).
• Advanced Canva.

RESPONSIBILITIES:

• Email marketing.
• Follow up on failed payments.
• Lead generation.
• Populating information on MS Excel.
• Building and sustaining working relationships as well as working in teams.
• Act as an initial point of contact, communicating and filtering information so it is conveyed accurately, efficiently and in a timely manner.
• Build strong networks with other areas, national teams and organisations.
• Proactively managing a complex and flexible diary, assisting to maximise time productivity, such as advising on upcoming commitments, prioritisation, managing regular changes and dealing professionally with competing meeting requests.
• Making complex travel arrangements (including international), hotel bookings, visa requirements etc. with minimal supervision, within known preferences.
• Liaising with the team and actively updating the work plan, projects and responsibilities, including monitoring of commitments and deadlines, maintaining confidentiality.
• Managing the filing systems, mailing list and contacts database, taking telephone messages and dealing appropriately with incoming and outgoing post.
• Providing general administrative duties including word processing, collating and preparing documents.
• Responsible for processing all expense claims for members’ activities.
• Responsible for recording and monitoring expenditure within agreed guidelines.
• Working with the team to respond to general information requests and to disseminate information through e-mail, mail, publications and web pages.
• Acting as key contact to provide general information in response to institute related enquiries from staff re contact details, dates of meetings, etc.
• Conduct regular diary meetings to discuss upcoming engagements and invitations and all other requests.
• Responding to invites and making necessary arrangements.
• Work on delegated projects and research as directed to support the team in their meeting preparation.
• Undertake desktop research as necessary to prepare for meetings and presentations.

SKILLS:

• Exceptional organizational skills and impeccable attention to detail.
• Willing to take initiative.
• Confident but respectful.
• Strong verbal and written communication skills.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Exceptional planning and time management skills.

Job Type: Full-time

Experience:

• Personal assistant: 4 years (Required)
• Canva: 3 years (Required)

Tagged as: remote, remote job, virtual, Virtual Job, virtual position, Work at Home, work from home