Personal Assistant

SUMMARY:
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POSITION INFO:

Our client is seeking a Personal Assistant to the Managing Director to join their team in Akasia.

Job Purpose:

Manage the day-to-day office tasks of the Managing Director. Awareness of the organization’s aims and objectives and work to help the MD make the best use of his time by assisting in various projects and dealing with all secretarial and administrative tasks. Perform several functions for the Director and represent the Director daily so it is of high importance to always maintain a high standard in any assignment to be carried out.

Required: Qualifications

• Grade 12 (required)
• Relevant Diploma in Office administration / Business Administration / Secretarial Support (an advantage)

Required: Experience

• 3 to 5 Years Minimum Experience in an administrative support role
• At least 2-3 years experience as an executive assistant

Required: Knowledge

• Relevant software application (MS Office Suite)
• Pastel (accounting and payroll) (preferred)
• Diary Management

Required Competencies

• Demonstrated ability to work with a high level of initiative to tight deadlines and provide innovative thinking around administration.
• Able to work in a fast-paced environment.
• Working under pressure
• Deadline driven.
• Strong attention to detail.
• Accurate/Meticulous/Efficient/Strong/Confident
• Good communication skills
• Excellent verbal, written, telephone and interpersonal skills.
• Computer literacy including developed skills in (MS Office Suite)
• The ability to manage own workload and to work as part of a team.
• Honest and Reliable

Work Environment

• Office-based activities.

Languages

• Afrikaans
• English

Main Tasks and Responsibilities

• Manage the day-to-day office tasks of the Managing Director
• Prepare background documents and outgoing mail as necessary.
• Monitor, screen, respond to and distribute incoming communications
• Maintain accurate calendars with an understanding of prioritizing important deliverables
• Act as a liaison for the Managing Director for internal and external inquiries
• Participate in highly confidential meetings and provide accurate records, transcribe and distribute minutes of meetings.
• Review and summarize miscellaneous reports and documents.
• Assist MD in drafting high-level presentations, communications and documents using Word, Excel and PowerPoint.
• Collaborate with other team members to organize various corporate events. Manage and maintain executives' schedules, appointments, and travel arrangements.
• Conduct research, collect, and analyze data to prepare reports and documents for the Managing Director.
• Prepare monthly expense reports for the Managing Director
• Prioritize and manage multiple projects simultaneously and follow through on issues promptly.
• Manage Head Office payroll (about 35 people).
• Load payments for release.
• Handle insurance claims

The Employee requires these skills and experience to carry out the business.

• Ensure the MD’s diary is optimally managed for internal and external responsibilities and duties.s
• Liaise with other stakeholders to coordinate various meetings
• Schedule meetings for MD to meet with direct reports and their teams at intervals as agreed.
• Provide confidential secretarial support to the MD.
• Recording and typing agendas, minutes, memos, letters, reports and presentations for the MD when required.
• Responsible for answering, scanning and re-routing telephone calls as well as setting up telephone or video conferences.
• Responsible for scrutinizing, re-routing and answering of all incoming correspondence (mail and e-mail)
• Book venues for meetings and organizes refreshments
• Ensure a database with contacts telephone numbers and e-mail addresses is established and maintained.
• Support Executive with compliance to company policies and ensure Executive is kept abreast of policy changes.
• Scout and maintain an awareness of the Executithe’s portfolio and advise the Executive of information and or matters of interest such as conferences, seminars etc.

Travel Arrangements

• Responsible for making travel arrangements for the MD by:
• ­Liaising with people and companies to be visited to arrange suitable dates and venues.
• ­­Arrange flight tickets, accommodation, car hire etc.
• ­Support the Executive with trip planning and­ Prepare detailed itineraries for the Executive
• ­The above will also include travel for personal purposes such as commuting flights etc.