Executive Assistant (Rainmaker Media) - ShopriteX

The purpose of the Executive Administrative Assistant role is to provide administrative and organisational support to the Managing Director and Media Agency Team, ensuring they are fully supported and enabled to deliver on the Agency’s strategic objectives. The Executive Administrative Assistant is a highly collaborative role, partnering with team members to understand their needs to deliver the right solutions, while acting as a trusted partner.

The role further serves as the face of administrative and organisational support services to both internal and external stakeholders, providing an exceptional customer service experience. Day-to-day responsibilities include engaging with and attending to client queries and requests, managing stakeholder diaries, preparing documentation and correspondence, organising meetings, booking travel and overseeing the general running and efficiency of the office.

Role Description

• Execute the efficient running of the office including planning, coordinating and managing administrative procedures and systems to ensure a well-maintained office environment that meets the requirements of the team.
• Build and maintain relationships with the agency team as well as internal and external stakeholders to ensure office efficiency and effectiveness is maintained.
• Act as the point of contact between the Managing Director and senior management team and internal and external clients, ensuring all queries and requests are dealt with efficiently and timeously.
• Execute sales administration, leave rosters, booking and scheduling of hot desks and meeting rooms.
• Ensure new employees have all their required resources and systems set up including IT equipment and stationery, email accounts, teams and mailer groups.
• Work with the Head of Talent to ensure all employees are taken through the onboarding process.
• Support with all arrangements related to managing office culture initiatives.
• Gather, compile and prepare data for reporting.
• Manage all travel requests and accommodation bookings for the team.
• Coordinate all facilities requirements for the hosting of events and workshops.
• Support senior management with diary management and setting up of schedules and meetings.
• Support senior management with email management and correspondence.
• Coordinate with contractors and arrange related office requirements to ensure a well maintained and functional office space.
• Process documents including preparing reports, templates, presentations, meeting agenda and packs, follow up on deadlines for document submissions and file and store records and data.
• Proactively work to support the team in the achievement of their strategic goals.

Qualifications and Experience

• Grade 12 certificate - (essential).
• Diploma or certificate in Office Management or a related field - (desired).
• +1 years experience in a Media Agency executive assistant role with a good understanding of the agency's energy and pace.
• Extensive and well-rounded experience providing administrative and organisational support to a senior leadership team and engaging with clients and stakeholders across functions and levels - (essential).
• Strong proficiency in MS Office including Word, Excel, PowerPoint, Teams and Outlook - (essential).

Key competencies and work ethic

• Energetic and vibrant, enjoys working in a dynamic, fast-paced environment.
• Well-developed interpersonal skills, self-awareness and personal influence – able to interact, engage and maintain professional relationships with people at all levels of the corporate structure.
• Able to work under pressure, prioritise and balance numerous competing demands in a high-volume, high pressured, fast-paced working environment
• Organised and detailed - Plans, coordinates and executes functions, practices and procedures to realise business unit goals and objectives. Vigilantly watches over work processes, tasks and outputs to ensure accuracy and initiate action to correct any quality concerns.
• Customer-orientated - Committed to providing high-quality customer service. Ensures customer needs are understood, problems timeously resolved, and expectations met.
• Excellent written and verbal communication skills with well-developed spoken and written fluency in English along with the ability to convey information and data clearly, accurately and succinctly.
• Analytical with good problem-solving skills - Comprehends new information to generate insights while proactively investigating courses of action to identify feasible solutions.
• Personal integrity – Has good judgment and discretion to manage and maintain confidentiality. Takes accountability for actions and mistakes.