Executive Personal Assistant to the GM

We have a vacancy for an Executive Assistant to our GM, this role will be responsible for providing superior, comprehensive, administrative support to our GM. The ideal person for the job will be a proactive problem solver with exceptional communication and writing skills, and meticulous attention to detail. He/She will have previous experience providing executive support to a GM or CEO.

Job Functions:

Full administrative support including all confidential correspondence, local & international, reports, phone call screening, messages; facsimiles, scanning and emailing

Ensure GM is aware of key meetings; correspondence and communication requirements on a daily basis

Screen calls ensuring that matters of importance reach the GM

Book and plan international & local travel, car hire, accommodation, visa requirements, new passports, medical assistance

Prepare, submit and record all business and personal medical claims to medical aid

Prepare and assist international visitors with detailed agendas, logistics, security, drivers, hotel accommodation & travel arrangements on a business level

Assist international visitors with holidays – i.e. safaris, hotels, dinners & logistics in Southern Africa on a personal level

Co-ordinate VIP visitors in Africa travel requirements

Reconcile credit card statements and FOREX spent and generate Travel & Expenditure claims and ensure these are distributed to respective department prior to cut off date

Arrange and book boardroom functions and catering monthly or as and when requested

Access and distribute company share price to executives daily

Prepare and distribute agendas, minutes and reading material for management meetings, including graphics and charts

Record all management leave and maintain an updated leave roster

Co-ordinate and control diaries on a daily basis as well as drawing up of company yearly planner with local and international events across all departments

Co-ordinate and arrange monthly communications meetings and monthly KFC days for head office staff

Arrange venue, logistics, accommodation for management meetings held off site

Arrange and co-ordinate annual get-away “surprise” travel for management & partners – local and international

Organise and arrange personal requests – delivery of flowers, dinners, cards and gifts

Handle and personally follow up all customer complaints directed to MD’s office

Arrange annual year end dinner & gifts for management and partners

Direct liaison with senior executives on international & local level

Manage and coordinate all logistics related to functions, meetings, events pertaining to the GM’s office

Assist and advise with telephonic enquiries for new Africa franchisees

Arrange invitation letters and confirmation of employment letters for visa formalities for franc