Personal Assistant to The Coo

2 weeks ago

Centurion, Gauteng, South Africa Valor reimagining hospitality Full time

Valor Hospitality Partners is recruiting for one of our clients looking to recruit an experienced Personal Assistant for their COO.

Brief Role Description:


Providing support to the Chief Operating Officer and the Executive team to effectively organize and manage the office and the department.


Key Performance Areas:

1. Operational

  • Manage, coordinate, and maintain the calendar of the Executive, including appointments, meetings, and travel.
  • Organize internal and external meetings, ensuring all necessary requirements are met.
  • Provide executive and administrative support to the Executive.
  • Organize Executive travel and logistics, including flights, hotel accommodation, car rental, meeting schedules, and expenses.
  • Provide secretarial support for meetings, including drafting and circulating agendas, preparing minutes, and coordinating logistics.
  • Draft and write highquality reports and presentations as required.
  • Arrange Directorate and Senior leadership events.
  • Manage the diary (electronic and manual) of the Executive.
  • Create, transcribe, and distribute meeting agendas and minutes.
  • Quality assure all documents for spelling mistakes and layout.

2. General Administration

  • Manage admin activities.
  • File and submit all documentation.
  • Provide regular feedback to ensure compliance with company policies.
  • Collate, distribute, and control sensitive information and reports.
  • Analyze, correct, consolidate, and prepare projectrelated documents for reporting.
  • Update relevant control mechanisms to reflect the current situation.
  • Communicate challenges/concerns to relevant stakeholders.
  • Assist in managing key customer relationships.

3. Reporting

  • Prepare presentations for Operations/stakeholders when required.
  • Update and maintain all engineering records.
  • Compile and prepare statistics/reports as required.

4. Adhoc

  • Undertake any other responsibilities as directed by Management.
  • Responsible for specific projects delegated by the Executive.

MINIMUM REQUIREMENTS:

  • Higher Education & Training: Diploma in Administration.
  • Diploma in Project Management would be an advantage.
  • Professional Registration/Trade: Certificate in Executive Administration.
  • School Grade: Grade 12.
  • Licenses: Code B Driver's License.
  • Experience: Five years' experience at a senior secretarial level, including reception duties, meeting management, and Personal Assistant experience at the senior management level.
  • Knowledge: Familiarity with administration policies, systems, and procedures.
  • Exceptional interpersonal and communication skills.
  • Ability to organize and plan own work.
  • Excellent attention to detail.
  • Flexible, proactive approach to work.
  • Ability to deal with sensitive information with discretion.
  • Excellent IT skills, including MS Office suite.
  • Technical/

Core Training:
N/A.

  • Statutory Training: IMS (Integrated Management System).
  • IT Training (General MS etc.): Microsoft Office (Intermediate), SAP Knowledge.

Generic/Foundation Competencies:

  • Personal Competencies: Good planning and organizational skills, Initiative/Proactively, Written Communication, Attention to detail.
  • Leadership Competencies: Business Acumen, Decisiveness, Display pursuit of excellence, Maintain confidentiality.
  • Thinking Competencies: Etiquette/Courtesy in Business, Planning & execution skills, Problem Analysis, Demonstrate independence.
  • Interpersonal Competencies: Relationship Building, Teamwork, Listening, Good interpersonal skills.

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