Executive Assistant

Job Overview

Executive Assistant required in Milnerton, Cape Town.

Reporting to the Commercial Director, the primary purpose of this role is to maximize the effectiveness and efficiency of the Commercial team by handling essential administrative, operational and event related tasks to allow the department to focus on strategic initiatives, business development and driving revenue growth.

Duties and Responsibilities:

Management & Department administrative support (Commercial Division):

• Provide full administrative support to the Commercial Director as well as the relevant departments with the structure, relating to aspects such as (but not limited to) diary management, PR, travel arrangements, liaison between the various departments, presentations, minutes of meetings.
• Manage credit card expenses process
• Responsible for the travel arrangements of the commercial division.
• Direct liaison with external stakeholders

Commercial administration:

• Prepare various customized reports on a daily, weekly and monthly basis
• Manage internal projects
• Oversee the capturing of purchase orders and ensure timeous payments to stakeholders
• Responsible for commission administration
• Responsible for daily communication pertaining to key customer pricing

Demand planning:

• Contribute towards maximising selling opportunities within the greater sales team
• MRP planning
• Gather information from the sales team in respect to sales planning
• Review data and action accordingly
• Weekly review planned sales vs actual sales and planned draft sales orders

Data analysis:

• Sales Analysis (Internal)
• Review sales figures of all customers – month on month; quarterly; bi-annual
• Analyse basket of sales on all customers set on specific parameters
• Deadline management
• Sales Analysis (External) – 3rd party sales data

Customer relationship management/ Event management:

• Build strategy and drive customer retention
• Liaison with key customers
• Building CRM strategy and implementation
• Responsible for all event management

Health and Safety:

• Participate in safety forums for example safety meetings and safety talks
• Follow-up on any activities assigned through safety meetings / committees / representatives / management
• Report all safety incidents to the relevant people
• Attend safety education and refresher programmes
• Comply with safety policies and procedures

Employee management and development:

• Ensure overall compliance to relevant procedures and policies.
• Ensure that all team members have clearly defined job profiles
• Regular goal review completed to assess achievement of results
• Support, coaching and mentoring is continuously provided to ensure that objectives are met
• Ensure that development plans are in place for each employee

Requirements:

• Tertiary qualification in a related field
• Relevant working experience in an administrative/coordinative capacity, essential
• Computer Literacy – MS Office Suite with specific reference to Excel (intermediate to advanced)
• Valid driver’s license
• Customer service orientated
• Detail/Analytically orientated
• Organised/Structured
• Strong financial acumen
• Goal driven
• Very strong time management skills
• Accept responsibility and accountability
• Effective communicator