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Executive Assistant

* Advanced knowledge of MS Office
* Attention to detail
* Excellent organisational, writing and interpersonal skills
* Excellent innovation and creativity skills
* Ability to work under pressure to tight deadlines
* Good communication skills
* Ability to communicate effectively with senior executives
* High stress tolerance and tough mindedness

Management Responsibilities:

* Oversee office administration in terms of cleaners and Receptionist
* Handle and direct general queries from staff
* Supervise the Receptionist by monitoring and approving ordering of stationery, office supplies, and ad hoc duties as delegated
* Manage the office facilities and report any hazardous situation or productivity hindrance to the General Manager
* Submit solutions to problems to the General Manager in anticipation that you will be required to resolve problems associated with your responsibilities

Administrative Responsibilites:

* Prepare and edit correspondence, communications, presentations and other documents for the Directors
* Review and rectify company documents for Project Managers
* File and retrieve documents and reference materials
* Conduct research, assemble and analyse data to prepare reports and documents
* Maintain and update company legal information (Director's information, company registration, etc)
* Establish and maintain efficient filing systems
* Manage documentation/correspondence requiring signatures
* Effective data capturing and maintenance of the database of all agreements (example Company, Suppliers, Joint Ventures, Confidentiality, Legal, Transport, Surety, Lease etc)
* Liaise with the auditing firm on an ad-hoc basis with regards to changes in Directors / Board of Directors if and when necessary
* Log IT support calls as and when problems occur
* Payment arrangements for ad-hoc supplier orders
* Office supplies stock control
* Collect and distribute incoming mail
* Administer outgoing mail, arrange couriers as and when required
* Monitor, respond to and distribute incoming commmunications
* Oversee boardroom bookings and arrangements
* Purchase office supplies (groceries/stationery) as and when required
* Undertake all travel arranegements such as flight bookings, hotel and car hire, executive parking etc
* Ensure that the correct tickets/documentation has been issued at the correct time and correspond with the relevant service provider
* Ensure the delegates have all supporting documents to ensure successful travel (eg. Tickets, visa, hotel confirmation, transfers etc)

Executive Management Support

* Answer and manage the Director's incoming calls
* Travel according to Directors requirements from time to time to assist with collection and deliveries and other personal matters
* Receiving and interacting with visitors
* Manage the Director's schedules, appointments, conferences and travel arrangements
* Arrange board meetings, management meetings with relevant documentation and catering arrangements

Job Type: 

Permanent

Company Name: 

The Icon Group

Company Location: 

Click here to apply

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