Executive Assistant

GMA7 Job Description Executive Assistant Position Purpose The Executive Assistant provides administrative support to the Senior Leadership Team and the Executive Team Directors Arrange meetings contact suppliers providers specialists professionals Obtain quotes and other related administrative tasks Open and responsive to spontaneous tasks of a wide variety Meetings Coordinating with Executive Team Senior Leadership Team to form meeting agendas and prioritising discussion topics Producing meeting minutes to the Executive Chair at the conclusion of meetings for signoff circulation and filing Producing action plans following the conclusion of meetings to the Executive Chair at the conclusion of meetings Tracking action progress and updating action plans by liaising daily with leaders Communication Create a monthly newsletter for internal purposes to inform organisation frontline staff of important information Create a monthly newsletter for external purposes to inform parents and community of important information Manages communication through facebook Systems Utilize Microsoft 365 Survey Monkey MailChimp Maintains accurate registers for keys password cars suppliers etc Order resources and stock for the Executive Team Human Resources Ensures documents are filed in the correct place Load vacancies Complete police checks Issue letters of offer and contracts Load employees into payroll organize onboarding program Manage employee benefits birthdays and rewards programs Produces employment law letters off templates Maintenance Calendar Manages contractor and tasks as follows Proactively books routine maintenance Manages the maintenance schedule Report Preparation The following reports are produced by the executive assistant on a weekly basis Meeting Minutes Monday Tuesday Operations Thursday End of Week Friday Competencies To be successful in this role the person would need to be an allrounder Highly structured and organised Exceptional time management and planning Exceptional use of Microsoft office 365 Responsive and prompt at taking action Practical and efficient Multitasker that is deadline focused Ability to make decisions when given guidelines Reporting There is a high level of reporting in this role including creating weekly operations