We are seeking a dynamic and experienced Executive PA to support the Executives of the Department. This role requires a proactive individual who can manage a wide range of administrative, operational, and executive support tasks in a fast-paced environment and will also play a central role in ensuring effective communication, record-keeping, and coordination across all company activities.
Key Responsibilities:
Executive Support
- Manage executive diaries, appointments, and meetings.
- Coordinate personal tasks for senior executives (travel, catering, gift purchases, etc.).
- Organize executive travel arrangements including visas, transport, and accommodation.
- Coordination operations across all offices nationally.
- Prepare agendas, minutes, presentations, and briefing materials for meetings
- Coordinate communication between the executives, staff, internal stakeholders, and external stakeholders
- Conduct research, and compile briefing notes, presentations, and reports to support decision making
- Act as the first point of contact between the executives and internal/external stakeholders.
- Manage correspondence, including drafting letters, emails, and reports.
- Maintain confidentiality and handle sensitive information with discretion.
- Support the executives in the planning and coordination of organisational projects, stakeholder engagements, and events.
- Ensure effective office administration and workflow management for the executives’ offices.
- Performance and Project Management Support.
Administration
- Handle all administrative duties for the Executives.
- Draft and format correspondence, reports, and presentations.
- Address high-level queries and complaints, including those at executive levels.
- Provide ad hoc support to the Directors as needed.
Procurement & Finance
- Source and procure stationery, marketing materials and corporate gifts per internal policy.
- Negotiate pricing to ensure cost-effectiveness.
- Manage stock levels and track executive expenses.
Driver Coordination
- Assign tasks to drivers for deliveries, etc.
Reception Management
- Supervise and evaluate Reception team performance.
- Ensure timely distribution of event details.
Travel Coordination
- Book travel for executives and facilitators (flights, car rentals, accommodation).
- Manage visa applications and airport transfers.
IT Support Liaison
- Liase with IT and escalate IT-related issues when necessary.
- Department Asset Register management
Facilities Management
- Coordinate with Facilities and Building Managers to maintain high service standards.
- Ensure cleanliness and upkeep of office and campus spaces.
- Oversee event and class setup with Facilities.
