SUMMARY:
Join Our company as a Personal Assistant/Departmental Coordinator!
We are looking for a highly organized and proactive Personal Assistant/Departmental Coordinator to support a busy professional. The ideal candidate will have strong communication, time-management, and multitasking skills, with the ability to prioritize tasks and maintain confidentiality. Adaptability, problem-solving, professionalism, and discretion are essential in this fast-paced role.
POSITION INFO:
JOB DESCRIPTION INFORMATION:
Job Title: Personal Assistant
Employment Type: Permanent, On-site
Work Location: Johannesburg - Sandton
JOB CONTEXT:
We're on the lookout for a Personal Assistant that will help a professinal. This role ensures the efficient coordination of VIP-related activities, events, and services, maintaining exceptional experiences for VIP clients. The coordinator will also play a key role in verifying and conditioning data, ensuring that all information related to VIP clients, events, and other operational elements are accurate, up-to-date, and in compliance with organisational standards.
JOB SCOPE & RESPONSIBILITIES
- Complete reports / minutes/ presentations / departmental documents and distribute to relevant parties.
- Create and maintain an online filing systems /templates (including records and reports) that enables relevant stakeholders to access the information.
- Coordinate the flow of paper and electronic documents to the appropriate parties.
- Provide administrative support and respond to queries received by the management team (including responding to e-mails, mail and telephone enquiries), escalating or redirecting as required.
- Assist in coordination of logistics for various events and meetings as required both internally and externally where necessary.
- Liaise with travel service providers to co-ordinate travel, car and accommodation arrangements.
- Book meeting venues according to meeting/event needs/requirements – number of people, equipment, times, access to floor, accessibility, refreshments, and time frames.
- Update Daily VIP Workbook (Top winners, losers, Birthdays etc).
- Track, report and communicate on monthly team activity e.g. big winners, losers, respective host’s GGR / NGR and Activity (active and dormant players, call campaign stats etc).
- Report on VIP accommodation and maintain relevant records (auth forms, booking confirmations, trackers etc).
- Facilitate departmental meetings inclusive of compiling and distributing of meeting agenda.
- Follow through on outstanding issues and action lists from meeting minutes.
- Collate and validate team’s incentives and track against related KPIs.
- Draw and update relevant reports in line with business needs and BI departmental requirements.
- Condition and compile data for various reports (i.e ROI, Events post analysis, Invitee guidance etc).
- Capture staff rostering into the system and distribute rostering schedules accordingly.
- Identify, classify, maintain, and protect all confidential files, documentation, and sensitive information consistent with record handling in line with legislative regulations for auditing purposes.
- Update, store and communicate revised departmental SOPs.
- Record and track VIP Gift supplies inventory (in stock/issued/returned/in inventory etc) .
- Asist with the allocation and delivery of VIP player gifts (keeping records on recipients, costs, invoices etc.).
- Monitor progress of projects and track project costs against a pre-defined budget.
- Assist with the VIP Team’s Ad-hoc initiatives e.g. Call Campaigns etc.
- Draw segment data for call campaigns to support the VIP Call centre team.
- VIP Promotions – verification of cohort, promo schedule implementation and execution via marketing team.
- Keep management updated with regards progress, and where necessary escalate unresolved issues.
- Develop and maintain sound working relationships with relevant departments.
QUALIFICATION AND EXPERIENCE:
Qualification:Experience:- 3-4 years’ experience in an administrative function within a customer service environment
- Experience in storing and processing data within a database is advantageous
Work conditions and special requirements:- 3-4 years’ experience in an administrative function within a customer service environment
- Experience in storing and processing data within a database is advantageous
COMPETENCIES Technical proficiency- Conformance to Internal Standards.
- Sun International Structure and Channels.
- Marketing Services Procedures.
- Communication skills – written and verbal.
- Computer Literacy (MS Office / Peoplesoft).
- IFS (Purchase requisitions).
- Professionalism and Image.
- Clerical Administrative functions.
Core Behavioral Competencies- Organising and Coordinating Resources
- Collecting Information (Sourcing, checking, documenting)
- Following Procedures
- Problem-Solving
- Assuring Quality
- Initiating Action
- Managing customer and stakeholder relationships
Know-how:- Specialised knowledge is required for the application of practical methods and techniques.
- Work is performed in line with defined procedures and processes and proficiency in the specialised use of administration materials, equipment and tools.
- Planning is short-term within a 3-month period and within regular activity cycles.
- Communicates, co-ordinates and interacts with others in the value chain to ensure seamless client experiences.
- Manages one's time and resources to ensure that objectives are achieved effectively and on time.
Problem-solving:- Interprets customer requirements in terms of services available and the applicable constraints.
- Takes initiative in making decisions which are made within well-defined, somewhat diversified procedures and limits of authority.
- Considers all the facts, options and possible outcomes prior to making decisions.
- Works independently, and is orientated towards solving customer queries.
Accountability:- Takes ownership of departmental requests and requirements.
- Follows laid-down policies and procedures at all times, operating in line with rules, regulations, system parameters and internal controls.
- Interprets customer / client requirements in terms of services available and facilitates operational processes.
- Refers problems falling outside parameters.
PACKAGE & REMUNERATION:- Salary will be commensurate with experience and qualifications.
