Personal Assistant

SUMMARY:
Our client a Well Established Organisation in the Transport industry is seeking the services of a PA for the Fourways / Roodepoort, Johannesburg, Gauteng Area.

POSITION INFO:

Our client a Well Established Organisation in the Transport industry is seeking the services of a PA for the Fourways / Roodepoort, Johannesburg, Gauteng Area.

The successful candidate will be expected to provide first class secretarial and administration support to the Director and Management Team.

The successful candidate will be a polished professional, articulate and will really understand the true meaning of providing exceptional executive assistant support at a senior level

Min Requirements:

• Matric with PA/ Secretarial/ Office Admin Diploma or qualifications in a relevant discipline and significant recent experience in a similar role
• Fluent in Afrikaans (Written and Verbal)
• PA experience at Senior Manager/Director level +/- 5 years and OR Sales Assistant.
• Experience in Finance administration will be advantageous.
• Demonstrable experience of working with senior management within a fast moving business environment

• Excellent secretarial skills, including fast, accurate minute taking and typing and excellent IT skills including MS Word and Excel .
• Effective communication, interpersonal and organisational skills
• Experience of managing a complex and changing diary with attention to detail and the ability to work speedily and accurately
• The ability to exercise independent judgment and use initiative to make sound decisions and resolve issues.
• A proactive attitude with the ability to forward plan and think outside the box.

Responsibilities

• Compile spreadsheets and identify discrepancies to bring to Management''s attention.
• Ensure messages are correct and conveyed timeously
• Update and distribute telephone lists to all Staff at Dealership
• Communicate effectively with clients and have a client service approach.
• Control, monitor and record calls.
• Ensure Customers are directed to the employee to be visited / contacted
• Ensure Customers comfort whilst in waiting period
• Ensure all calls are answered promptly and pleasantly
• Ensure cleanliness of reception area Limit hang-on calls by offering call backs
• Creating processes and procedures to ensure that the day to day running of the department is efficient and effective whilst constantly reviewing these processes and improving.

• Acting as the main point of contact for Director , screening and responding to emails, preparing reports and presentations with a high level of accuracy.
• Diary management including rescheduling and booking meetings, travel booking, venue and catering booking, conference registration and booking, minute taking and briefing management extensively on these.
• Filing documents, reference materials etc in a logical manner and ensuring this is kept up-to-date, accurate and confidentially stored both hard and soft copy; maintaining accurate and up-to-date archiving and Outlook contacts; quick and accurate retrieval of the same.
• Monitoring, receiving, sorting, logging, distributing and sending soft and hard copy mail.
• Arranging and coordinating meetings and other functions or events; attending meetings as necessary, taking minutes where required; transcribing and distributing minutes as appropriate.
• Welcoming guests and other visitors; managing any waiting period so that visitors are comfortable; interacting professionally with external clients and acting as a brand ambassador at all times.
• Processing invoices, purchase orders and expenses for Management.
• Build and maintain strong and effective relationships with external and internal staff in a professional and confidential manner.

Critical Competencies

• Communication: written and verbal
• Accounting/ Finance skills and understanding
• Planning and organising
• Managing workload
• Administration experience
• Excellent Computer literacy (MS Office, Excel)
• Confidentiality
• Professional image
• Innovative and Proactive
• Energetic and fast paced
• Ability to work under pressure

Job Types: Full-time, Permanent

Salary: R23 000 - R25,000.00

Experience:

• Personal Assistant: 5 years (Required)
• Fluent in Afrikaans: 10 years (Required)