Key Responsibilities:
Calendar Management: Coordinate and manage complex schedules, including meetings, appointments, and travel arrangements.
Communication Handling: Screen and respond to emails, phone calls, and other correspondence on behalf of executives.
Travel Coordination: Arrange travel itineraries, including booking flights, accommodations, and transportation, ensuring all details are accurate and well-organized.
Meeting Preparation: Prepare agendas, take minutes, and distribute follow-up action items for meetings. Ensure all necessary materials are ready beforehand.
Document Management: Organize and maintain digital and physical files, ensuring easy access to important documents. Event Planning: Assist in organizing company events, conferences, and other functions as needed.
Project Assistance: Support executives in managing various projects, including research, data analysis, and tracking progress.
Expense Management: Process and track expenses, ensuring timely reimbursement and accurate financial records.
Confidentiality: Handle sensitive information with the utmost discretion and maintain a high level of confidentiality.
Liaison Role: Act as a bridge between executives and other departments, ensuring smooth communication and collaboration across the organization.
General Duties:
Office Management: Oversee the general office environment, including ordering supplies, managing office equipment, beverages and any other general PA duties.
Operational Support: Assist in the implementation and maintenance of operational processes and procedures, ensuring they are followed across the organization.
Reporting: Generate and distribute regular operational reports to executives and relevant departments.
Vendor and Customer Management: Support and maintain relationships with service providers, vendors, and key customers, ensuring contracts are up to date, services are delivered as agreed, and any issues are promptly addressed.
Budget Tracking: Assist in monitoring departmental budgets, ensuring expenses are within allocated limits and flagging any discrepancies.
Process Improvement: Identify opportunities for improving administrative and operational processes to enhance efficiency and effectiveness.
Tender Documentation: Assist in the preparation and compilation of tender documents, ensuring all necessary information is included and formatted correctly.
Deadline Management: Track tender deadlines and ensure all submissions are completed and delivered on time.
Data Organization: Maintain records of tenders, contracts, and procurement documents, ensuring they are easily accessible for review and audit purposes.
Compliance Monitoring: Ensure that all tender and procurement processes adhere to company policies and regulatory requirements.
Qualifications:
Proven experience as a Personal Assistant or similar role. Proficiency in Google Workspace or Microsoft Office Suite, and ChatGPT or other AI communication tools.
Experience with tender and Administration processes and similar documentation workflows will be beneficial
Excellent organizational and time-management skills.
Strong communication skills, both written and verbal.
Ability to work independently and handle multiple tasks simultaneously in a fast-paced environment.
High level of discretion and professionalism.
Bilingual in Afrikaans and English.
Education: A bachelors degree in business administration, communications, or a related field is preferred but not required.
