Executive Personal Assistant to the GM - KFC

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 ensure 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 the respective departments 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 franchisee visitors from Africa

Education and Experience Requirements:

• Matric and preferred secretarial or similar course
• Strong work tenure: 8 to 12 years of experience supporting C Suite-Level Executives.
• Wide and diverse range of both internal and external stakeholder relationship management
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat.

Special Skills and/or Personal Attributes:

• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build cross-functional relationships internally and stakeholder management both internally and externally
• Demonstrated proactive and independent approaches to problem-solving with strong, decisive,  decision-making capability
• Emotional maturity (High EQ)
• Highly resourceful team player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment
• Highly energetic, forward looking thinker, who actively seeks opportunities and proposes solutions