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 EnglishExcellent attention to detailStrong work ethicProactive and efficient way of workingCustomer oriented, approachable, and strong interpersonal skillsExcellent written and verbal communication skillsGood influencing and negotiation skillsExcellent organization, time management and problem-solving skillsExcellent 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