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: QualificationsGrade 12 (required)Relevant Diploma in Office administration / Business Administration / Secretarial Support (an advantage)Required: Experience3 to 5 Years Minimum Experience in an administrative support roleAt least 2-3 years experience as an executive assistantRequired: KnowledgeRelevant software application (MS Office Suite)Pastel (accounting and payroll) (preferred)Diary ManagementRequired CompetenciesDemonstrated 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 pressureDeadline driven.Strong attention to detail.Accurate/Meticulous/Efficient/Strong/ConfidentGood communication skillsExcellent 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 ReliableWork EnvironmentOffice-based activities.LanguagesAfrikaansEnglishMain Tasks and Responsibilities Manage the day-to-day office tasks of the Managing DirectorPrepare background documents and outgoing mail as necessary.Monitor, screen, respond to and distribute incoming communicationsMaintain accurate calendars with an understanding of prioritizing important deliverablesAct as a liaison for the Managing Director for internal and external inquiriesParticipate 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 DirectorPrioritize and manage multiple projects simultaneously and follow through on issues promptly.Manage Head Office payroll (about 35 people).Load payments for release.Handle insurance claimsThe 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.sLiaise with other stakeholders to coordinate various meetingsSchedule 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 refreshmentsEnsure 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 ArrangementsResponsible 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 ExecutiveThe above will also include travel for personal purposes such as commuting flights etc.