FCB Joburg Is Urgently Looking For An Executive PA

Job description

Primary duty remains the management and organisation of their executive’s time, scheduling, diary management, administrative support and coordination of all demands to achieve the maximum effectiveness of the executive’s day.

• Receive and screen incoming telephone calls, enquiries and requests, determine the priority and either handle where appropriate, or provide alert messages accordingly
• Meet and greet visitors at all levels of seniority
• Coordinate and facilitate the executives’ calendar to arrange meetings, appointments and conferences and ensure their executive is well-prepared and timeous for meetings
• Read, screen and deal with incoming correspondence (email, faxes and post) and make preliminary assessment, often corresponding on behalf of executive
• Organise meetings and take/prepare minutes of meetings and proactively ensure action points are delivered on time
• Assist with internal functions for clients and staff
• Carry out specific projects and research and presenting findings
• Write letters and memos and take dictation
• Prepare documents (often sensitive and confidential), briefing papers, reports and create presentations where required
• Liaise with clients, suppliers, and other FCB Offices
• Submit monthly client update reports to IPG
• On request, supply creative material to other FCB offices and for PR purposes
• Arrange travel and accommodation including requirements for travel, i.e. visa applications, etc., prepare itineraries, compile and maintain travel documents and personal travel
• Local and international awards management, including function arrangements for local awards
• As and when required  support the agency with ad hoc requests

Requirements

• Excellent organisational and diary management skills, with the ability to plan, schedule and multitask
• Excellent attention to detail
• Excellent communication skills at all levels
• Possess strong interpersonal skills
• Professional attitude
• Ability to exercise discretion in dealing with confidential or sensitive matters
• Ability to contend with competing priorities in a fluid and sometimes fast moving environment
• Minimum five years’ PA, administrative, or relevant work experience
• Experience of working with senior management
• Advanced IT skills – Microsoft Office: Word, Excel, PowerPoint

Personal Skills/Attributes

• Work as a member of the team
• Excellent IT skills
• Apply agency systems and processes
• Ability to operate independently
• Able to face new challenges over and above the normal job description
• Must be friendly, helpful and be able to assist other company members
• Contribute towards high staff morale