Executive Assistant & Project Manager
Ultra Personnel
- Johannesburg, Gauteng
- Permanent
- Full-time
The EA is expected to be able to work autonomously with exceptional professionalism and attention to detail with work that involves time-sensitive and urgent issues, tight time frames, and in demanding situations.
The ability to collaborate and communicate effectively with internal and external stakeholders will be key.
The role will also handle confidential/sensitive information and need to use the utmost discretion when dealing with multiple stakeholders both internally and externally
Manage an active calendar
Anticipate conflicts and uses diplomacy to resolve problems in advance
Schedule and coordinate all team meetings including ongoing maintenance of 1:1s with direct reports, LT members, etc.
Planning meetings includes issuing invitations and managing agenda requests, pre read materials, and associated meeting logistics
Proactively and independently organize and expedite workflow and initiate follow-up when necessary to ensure schedules and deadlines are met
Manages highly sensitive/confidential information; use appropriate discretion in the management of information and stakeholders.
Manage all travel required for the Cluster Lead.
This may include complex international travel, visa preparation, ground, and hotel.
Provide phone screening coverage; arrange for visitor passes and building access.
Support the Cluster Lead in projects, proposals, bids, tenders etc. through research, consultation and team coordination
Prepare and edit reports and presentations
Complete projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; making adjustments to plans
Prepare expense reports, track reimbursements and ensure correct credits/debits; manage purchase orders through system and tracking invoices
Draft and prepare correspondence for internal communicationsPost matriculation qualification required
Bachelors degree preferred
5+ years of demonstrated work experience providing executive level support required including project management skills
10 years administrative assistant experience preferred.
Ability to carry out all office and administrative functions proficiently, with high quality on a timely basis requiredREQUIRED SKILLS:
Possess excellent communication skills with an ability to respond with professionalism in verbal and written communications with all levels of the organization.
Digital Proficiency and social media skills preferred
Proficiency in MS Word, Excel, PowerPoint, Teams, SharePoint, Outlook and OneNote are essential
Project management skills
Self-starter that demonstrates resourcefulness with proven ability to anticipate
needs, prioritize responsibilities, manage multiple priorities with tight timelines, and take initiative
Ability to work well both in team environment as well as operate independently with minimal supervision
Uses good judgment and maintains confidentiality while working with highly sensitive, confidential material and information
Must have the ability and professional demeanor to interface with senior management, international colleagues and important external stakeholders
Excellent attention to detail
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