Executive Assistant

Purpose & Overall Relevance for the Organization:To ensure that the Head of Department’s (HOD) administrational and operational tasks are being fulfilled in a professional and efficient manner.Key Responsibilities:- Manage the calendar, schedule meetings and, preparing agendas and assist the HOD in staying on track with the daily schedule. - Responsible for travel arrangements and requirements, including obtaining visas respectively. - Provides smooth communication between the HOD’s office and internal departments/directors, demonstrating leadership qualities in maintaining open and transparent communication and support to the Senior Leadership team. - Assist HOD in meeting preparation and timely communication, both written and oral, with employees and external audiences. This may include drafting correspondence and preparing other required presentations/documentation with minimal supervision. - Manage all incoming requests into the HOD’s office (via mail, phone or email), and making sure they are addressed. - Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the HOD’s ability to lead effectively. - Prioritizes conflicting needs, handles matters expeditiously, proactively and follows through on projects to successful completion often with tight deadlines. - Discreet and confidential handling of sensitive company information. - Work with internal audiences and HOD’s direct reports to ensure agendas and deadlines are met. - Manage and oversee that all expenses and invoices are processed such as medical health reimbursements. - Documenting minutes of Team meetings and other meetings as required. - Responsible for arranging any HOD’s offsite meetings and other functions. - Undertake special projects under the direction of the HOD and perform other duties as needed. - Ad-hoc support with projects, activities and tasks as needed.Knowledge, Skills and Abilities:- Excellent command of English - Excellent attention to detail - Strong work ethic - Proactive and efficient way of working - Customer oriented, approachable, and strong interpersonal skills - Excellent written and verbal communication skills - Good influencing and negotiation skills - Excellent organization, time management and problem-solving skills - Excellent MS Office skills (advanced)Requisite Education and Experience / Minimum Qualifications:- University degree (graduate) - Minimum 5 years’ experience in supporting senior management ideally within (sporting) apparel/fashion/shoes or FMCG industry

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