Oryx People

Executive Assistant

Purpose: To provide top level, confidential support to the Managing Director and a team of consultants in all administrative areas. To represent the company professionally and with integrity at all times.

Major Responsibilities

• Manage the flow of incoming inquiries and other matters and liaise with others as required in order to maximise use of MD’s and consultant’s time and priorities.
• Manage and co-ordinate diary administration and prioritise daily schedule in order to leverage and maximise MD’s and consultant’s time.
• Typing of candidate resumes and Assignment proposals.
• Dictaphone typing for consultants.
• Setting up assignments in Filefinder (database).
• Liaise with candidates and clients and arrange interview times
• Liaise with clients on MD’s behalf regarding meetings, issues and initiate and direct responses and outcomes accordingly.
• Provide high level and confidential secretarial support to MD and the team as required in a professional manner.
• Prepare Board papers and other (PowerPoint) presentations.
• Assist the team of consultants in sourcing candidates within specified target areas, researching and identifying suitable leads utilising both modern technology and your more conventional methods.
• Prepare minutes of Board meetings
• Collate monthly IIC management reports.
• Answering the telephone and taking messages when required.
• Co-ordinate MD, and consultants travel and/or accommodation arrangements as required.
• Facilitate and arrange conference calls as required, take minutes and follow up on actions to ensure outcomes.
• Manage the effective provision of mail distribution.

Key Performance Indicators
• Provision of high standard confidential secretarial support to the Managing Director and to the team of consultants
• Office facilities provided seamlessly and seen to fully support the business.
• Duties performed with minimal supervision and with positive attitude.
• Tasks identified and carried out without requests from Managing Director.
• Adherence to company policies and procedures.
• Positive feedback from clients and colleagues
• Promote co-operation and good relationships by undertaking duties and responsibilities in a positive manner.
• Lead by example and be an active and participative company member.
• Achievement of individual objectives as set and agreed with the Managing Director.

Knowledge Skills and Experience

Knowledge required includes:
• Politically astute, good understanding of business, maintain confidentiality at all times.
• Skilled in producing professional presentations on PowerPoint.
• Excellent technical skills including Microsoft Office, email and Internet usage.

Skills required include:
• Planned, organised and ability to prioritise.
• Strong interpersonal skills to effectively lead and motivate others.
• Good attention to detail, quality conscious.
• Proven ability at working with minimal supervision.
• Well developed written and communication skills and the ability to actively and accurately listen to all parties.
• Demonstrated experience carrying out administrative tasks.
• Ability to respond to questions with confidence, demonstrating knowledge and experience.

Qualifications and/or Experience
• Experience working in a similar environment including a demonstrated ability to troubleshoot. (Identify and develop alternative solutions to problems, to evaluate courses of action and to reach logical conclusions).
• Proven ability at working in a hands-on environment where multitasking ability is paramount.
• Higher School Certificate preferable.

Personal competencies
• Continuous improvement
• Commitment to personal and company success
• Team spirit and contribution to the team success
• Strong written and verbal communication skills
• Pride in work and the work environment

Personal characteristics

• Courtesy

• Initiative
• Cheerfulness

• Punctuality
• Honesty

• Enthusiasm
• Sense of humour

• Dedication
• Desire to succeed

• Intelligence
• Energy

• Resourcefulness

POSITION FILLED