Executive PA at Peermont Global

Company Description

Peermont prides itself on offering our guests exceptional customer service and value for money.  We always strive to employ and develop individuals that share our values of Respect and Humility, Integrity, Collaboration, Accountability, Innovation and Agility.

As part of this we endeavour to provide opportunities to our employees to develop their careers within the Peermont Group and are therefore proud to offer another career development opportunity for the position mentioned below.

Job Description

• General office organisation and all secretarial duties.

• Reception, telephones, employee/customer liaison for all departments under the respective Executive.

• Anticipate and prepare research and briefing papers in advance of appointments and presentations. Draft subsequent correspondence and follow up as necessary.

• Acting as the first point of contact for staff and guests, dealing with correspondence and controlling access to the relevant executive. This involves using discretion in identifying critical items, setting up meetings and making scheduling changes with minimal involvement by the executive leadership. Plans, coordinates and ensures the executive leadership’s schedule is followed and respected.

• Typing for Senior Managers in the Executive Offices checking spelling, grammar, editing and formatting as per the company standard.

• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.

• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.

• Co-ordination and compilation of all Reports and Presentations including OPCO’s, STRATCO, etc.

• Reporting of faulty office equipment. Office maintenance and housekeeping management.

• Co-ordinate meetings and diaries, setting up of appraisals and weekly/ monthly meetings for various departments.

• Arranging for payments and liaising with guests/ suppliers and finance as well as raising POs for orders on request using AccPac.

• Prepare itineraries and travel arrangements inclusive of visa applications, passport renewal, flights, hotels, car rentals and logistics with ease for staff in the Executive Offices.

• Processing of travel and expense claim forms.

• Handling accommodation, flights, transfers, and entertainment bookings for VIP guests when requested by Senior Management.

• Compilation of submissions from Management for quarterly meetings to the Executives to present.

• Conducting or preparing any research that the reporting manager may require

• Organising annual conference for the group. Liaising with staff and suppliers for travel arrangements, set up and breakdown of conferences. Menu planning, invitations, presentation times, gifting, award presentations, general event organisation and logistic arrangement for gaming.

• Handles information of a highly confidential and critical nature on a regular basis.

• Provides administrative support to the executive and members of the team. Some areas may include scheduling meetings, maintain, and update executives’ daily calendar, managing incoming and outgoing phone calls, drafting correspondence, creating spreadsheets and presentations, preparation of expense reports, mailing or overnighting letters/packages, establishing and maintaining electronic and paper files.

• Various ad hoc requests.

Qualifications

• Matric as well as Secretarial Diploma will be an advantage

• 3 – 5 year’s secretarial experience.

• Expert in Word, Excel and Power Point.

• Good inter-personal skills.

• Demonstrative skills in planning, organizing and general administration

• Attention to detail

• Good interpretation and problem solving skills

• Client service orientation

• Ability to manage expectations and work to deadlines and word under pressure

• Highly self-motivated with the ability to work without supervision

• Excellent time management skills

• Flexibility and responsiveness in approach

• Ability to manage people

• Candidate must be outgoing, professional, able to engage senior executives & players in a professional & courteous manner and make them feel at ease.

• Be discreet when dealing with confidential information

• Have a good standard of English, spelling and grammar

• Flexible working hours when required