Executive Asisstant - Fidelity Services Group

The above position is vacant at Head Office - Midrand, reporting to New business development Executive.

Overall purpose of the job: To effectively and efficiently perform the general secretarial functions and to ensure effective completion of all administration duties. This encompasses handling all documentation/correspondence, filing, office admin, travel arrangements, appointments/meetings, visitors, suppliers/customers.

Duties & Responsibilities:

• Proactively establish and maintain effective working team relationships with all support departments.
• Daily update of project board and technical activities..
• Take ownership of escalated queries, ensuring resolution and follow up with clients.

• Work closely with staff members to identify and resolve client queries.
• To coordinate and book all meetings, clients and management and one to one with individual staff
• Take minutes at meetings as and when required
• Ensure that agendas and minutes are distributed timeously
• Ensure that meetings are co-ordinated ,via email, phone
• Ensure accurate minutes of meetings are recorded either on a daily, weekly or monthly basis
• To maintain the General Manager’s diary
• To type correspondence as and when required
• To maintain the General Manager’s filing systems
• To ensure all outgoing documentation/ is distributed
• To screen all documentation/correspondence for the General Manager, prioritise it and obtain required information from all departments
• To answer and screen all calls to the General Manager
• Control of purchase orders
• Telephonic assistance with any problems/complaints that reach the Commercial Sales department
• To make travel and accommodation arrangements for the General Manager or other individuals when required
• Ensure that travel and accommodation arrangements are within budget
• To screen and receive any visitors to the General Manager’s office, ensuring clients are comfortable and refreshed
• To carry out any ad-hoc functions which the HOD may require from time to time.
• To assist any staff requiring an appointment with the General Manager

Customer Service

• Internal customer focus – maintain good internal customer relations, adhering to policies, guidelines, departmental processes and highlight key deliverables
• Assisting with resolution of customer complaints providing feedback and driving to solution or escalation

Skills and behavioural competencies:

• Delivery-orientated and deadline-driven
• Sensitivity to confidential matters is required
• High emotional intelligence (EQ) required
• Attention to detail
• Professional interpersonal communication (written and verbal)
• Self-Confidence
• Able to function in an unstructured environment
• Build relationships across the business
• Ownership and accountability
• Decision making

Leadership Essentials:

• Enterprise mindset
• Customer focus
• Execution
• Collaborate across boundaries
• Courage
• Agility

Minimum qualifications and experience:

• 3+ years in an Executive Assistant capacity to Executive/Senior Management
• Office Management experience
• Advanced Microsoft Office knowledge/experience