Executive Assistant at The Unlimited

Purpose of the Role:

To provide administrative and personal assistance / support to two Shareholders by efficiently and confidentially attending to their needs and expectations on a daily basis, thus enabling them to focus on their roles and responsibilities.

Key Responsibilities:

General

• Diary management

• Creating and maintaining electronic and hardcopy filing systems

• Responding to e-mail correspondence

• General errands including but not limited to purchasing supplements, delivering / collecting documents, general purchases

• Preparing letters and documentation for signature

• Annual Renewals

• Renewing passports, visas, driver license – make all the arrangements

• Managing property

• Liaising with service partners to log faults

• Market research

• Managing wine

• Dealing with municipalities & government departments

• Boat service – keeping all paperwork and safety features up to date

• Responsible for the servicing of Managers and their Spouses vehicles

• Flagging important dates beforehand and making necessary arrangements

• Processing payments

• Maintaining financial data allocation databases

• Reconciling company credit cards

• Responsible for two Family Trusts and the subsidiary company, writing resolutions, obtaining signatures to ensure all relevant documentation is submitted and filled and in accordance with legislation. Sourcing and submitting Trust FICA documentation.

• Liaising with accountants regarding personal SARS submissions

• Reporting on investments

• Liaising directly with personal bankers to raise queries and requests

• Processing of insurance claims, managing claim from start to finish

• Assisting with legal matters and property conveyancing

• Managing British Airways relationship/rewards program

• Booking flights, accommodation, transport etc for all family trips

Knowledge, Experience & Skills:

• Matriculant

• Secretarial/ Personal Assistant Diploma

• Microsoft Office Suite

• Internet research

• Telephone Skills

• Reporting and administration

• Diary Management

• Time Management

• Communication skills: Verbal & Written

• Financial acumen/ analysis skills

• Problem solving

• Organisation skills

• Travel experience would be a huge bonus

Personal Characteristics:

• Results and deadline driven

• Excellent work ethic

• Willing to do WHATEVER it takes

• Strong personality who won’t take no for an answer

• Mature individual who is emotionally resilient            

• Attention to detail

• Innovative, pro-active and ability to use initiative

• Excellent planner and organizer