Executive Personal Assistant

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Job description

Our Client, a supplier of customized digital signage solutions for the retail environment, is seeking to employ an organized, efficient, and hands-on Executive Personal Assistant with Tenders experience to perform a support role to their Head of Digital Signage Solutions. 

Responsibilities

• Undertake research and prepare monthly reports, presentations, corporate submissions and other correspondence for the Head of Digital Signage Solutions
• Compilation of documents and preparation for all relevant meetings
• Preparation of high level reports and correspondence – monthly and quarterly
• Typing and editing of documents
• Office Management
• Discuss the work schedule daily to check priorities, ensure that the Head of Digital is aware of appointments for the day and schedule/reschedule according to changes that may occur
• Screen calls and emails, respond to enquiries, attend to meeting requests and type responses ensuring that correspondence is dealt with on a daily basis
• Prioritise correspondence (email, letters, memoranda and documents) and present to the General Manager each day for signature
• Control office supplies orders and budget
• Co-ordinate and follow up on certain projects and reports with all the line Managers
• Resolving company and departmental related queries – externally and internally
• Diary Management
• Arranging meetings by sending invitations and follow-up where necessary
• Preparing and organising internal and external meetings
• Arrange and book venues for meetings (internal and external) and ensure that all parties are informed and make catering and infrastructure arrangements
• Collecting and delivering of tender documents
• Assist with tender compiling and the tendering process
• Ensure that the tender documents are completed and are accurate 
• Attend tender briefing meetings
• Liaise with all team members to ensure accuracy and compliance as per client specifications
• Provide administration support with tenders / proposals and monitor a timeline
• Review final documents for quality control and proofread for accuracy and compliance
• Provide continuous feedback to the team and prioritise order of importance of engagements
• Maintain accurate records and file manual & electronic copies of all the tender data i.e. correspondence quotations internal input etc.
• Keep up to date documentation of all tenders and contracts register
• Assisting with updating and marketing materials
• Assisting with updating Company documentation
• Offer admin support

To apply, please send your CV, salary expectation & a copy of your latest payslip to target=”_blank

Requirements

Qualifications/ Experience

• Matric / Grade 12
• Personal Assistant Diploma would be considered an advantage
• At least seven+ years’ experience in a corporate or Agency environment
• Experience in preparing Tender documentation and Tender submission process essential
• Very strong administration skills essential
• Advanced Excel skills non-negotiable
• Advanced knowledge of full Microsoft Office Suite essential
• Excellent language proficiency in English, both written and spoken
• Outstanding organizational and time management skills
• Ability to multitask and prioritise daily workload
• Knowledge of office management and procedures
• Own reliable transport essential
• Clear criminal and credit records

Personality

• Team Player
• Can Do Attitude
• Work well in a highly pressured environment
• Detail oriented
• Able to take instruction well and think on their feet

Apply by email

Nicky
[email protected]

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