Personal Assistant to Operations Executive

Role Description: Responsible for providing a coordinated executive office / personal administrative service to the executive and team to specified requirements and sound office management practices.

The personal assistant shall:                                                                        

• Provide administrative support to and act as point of contact among executives, managers employees, clients and other external partners.                             
• Act as an office manager by maintaining the office supply inventory and ensuring that payments are processed as per company procurement policy and procedure.       
• Ensure that all office equipment is in good working condition and report to service providers for repairs as and when required.                                        
• Manage information flow in a timely, accurate and confidential manner to relevant stakeholders.                                                               
• Format information for internal and external communication – memos, e-mails, presentations, reports.                                                                  
• Receive all incoming calls and visitors by directing them according or attending to their needs or appointment requirements.                                       
• Compiles various documents by using a computer software application to type reports, presentations according to sound secretarial practice and organisational administrative standards.                                                                
• Attend to travel arrangements by affecting the necessary bookings, notifying the authorised travel agent according to client needs and organisational procedures and policies.                                                             
• Manage and coordinate travel arrangements to ensure cost efficiency.          
• Arrange functions, venues and coordinating with caterers, according to managers needs and organisational policies.                                                     
• Arrange and attend meetings to take, compile and distribute minutes according to the meeting requirements and departmental procedure.                             
• Reconcile expenditure against budget and follow-up on variances to compile reports.
• Develop and maintain a filing system to ensure the efficient storage and access of office information according to sound administrative practice.                             
• Coordinate time and attendance / leave for Manager and as delegated.          

• Establish and maintain good working relationships and an effective / sound communication system with internal and external stakeholders.                 

Key skills required for a personal assistant:

• Technology Proficiency
• Communication Skills
• Interpersonal Skills
• Stakeholder management skills
• Ability to work effectively at all levels
• Ability to work independently
• Ability to work under pressure
• High standard of professionalism and ethics

Key qualifications required:

• Grade 12

Diploma in business/public administration or any other relevant qualification.SACPCMP Policy & Procedures Compliance: Takes cognisance of and adheres to policies, procedures and relevant legislation. Manage and report on non-compliance issues.

Posted on 03 Apr 16:22, Closing date 17 Apr