Personal Assistant

21 hours ago

Johannesburg, South Africa Adzuna ZA B C2 Full time
Requirements:
  • Matric
  • At least five years experience in a similar role
Basic duties include, but are not limited to:
  • Create and send out all accurate purchase orders
  • Prepare correspondence, reports, and materials for publications and presentations (marketing evenings)
  • Setup Execs travel arrangements Domestic & International (including and not limited to VISAs applications, Flights, accommodation bookings, chauffer or public transport etc.)
  • Setup accommodation and entertainment arrangements for company visitors
  • Maintain Execs calendars
  • Ensure that Execs are kept fully aware of their diary commitments daily
  • Prepare and maintain Execs expense reports (credit cards travel expenses)
  • Setup and coordinate meetings and conferences (year end functions, sales conferences, launch events)
  • Letter writing, taking dictation, create transcribe, and distribute meeting agendas and minutes
  • Preparation of all Agreements
  • Answer telephones and handle queries in an appropriate manner
  • Meet and greet clients and visitors
  • Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, scanning and filing (also filing of Execs personal documentation)
  • Dealing with incoming mail, faxes, post, and correspondence
  • Maintain hard copy and electronic filing system (All agreements, statutory, contracts etc.)
  • Sign for courier/delivery packages
  • Research, price, and purchase office furniture and supplies (furniture / stationary)
  • Accommodation booking for Company employees
  • Liaise with suppliers
  • Coordinate project-based work (Tenders etc.)
  • Supervise support Staff (Reception, tea and cleaning ladies
  • Devising and maintaining office systems to deal efficiently with paper flow
  • Assist with personal tasks for Executives (vehicle license, medical aid, personal policy of Executives)
  • Handling of all insurance claims on the company policy and personal policy of Execs
  • Handling Medical aid submission and all claims for Executives
  • Handling all utility queries for executive
  • Payment preparation for CEO and queries checking statement for correct amounts
  • Assisting with General building maintenance (including and not limited to arranging air con repairer, handyman, electricians, carpet repairs, generator maintenance, ADT Services and cleaning)
  • Preparation of Execs lunches (when tea lady is not available)
  • Keeping an electronic record of all company cell phone contracts and handsets
  • Control the movement of assets and ensure procedures are adhered to
  • Booking of golf games for events and leisure
  • Other duties as assigned
  • Stationery and groceries, ordering and checking of stock
  • Picking stationary for all companies and delivering to them
  • Overseeing stock taken for the kitchen check out to boardrooms and checking back in
  • Fleet management: Vehicle licensing, new registrations, renewals, booking of maintenance for vehicles
  • Making sure passports, IDs and drivers licences does not expire, organizes appointments for renewals
  • Visa Applications
  • Facility management: Overseeing maintenance, quotations, payments and general quality of completed work. Obtaining new Service providers for Maintenance and construction on the building
  • Controlling e-tags and access cards
  • Overseeing Cleaners, Driver, maintenance worker, kitchen staff, office staff- when Executive PA is not available
  • Delivery notes, organizing the delivery routes for various departments, stock deliveries, emergency deliveries.
  • Organizing deliveries and pick-ups for executives and their families
  • Online purchases for the Executives
  • Storage and delivery of prizes for Events
  • Logbooks for Executives
  • SETA Management
  • Full recruitment cycle, including job specs
  • Setting up interview dates, preparation for managers and candidates
  • Booking boardrooms for interviews
  • Capturing the outcomes of interviews and following up with recruitment agencies
  • Sending regret letters to unsuccessful candidates
  • Drafting contracts, job descriptions and policies for new employees
  • Capturing new employees on the Talenger system
  • Preparing employee files
  • Preparing employee documents and commissions for payroll submission
  • Draw reports from system, head counts, leave, medical aid, union, pension fund
  • Termination of employees on the system
  • Managing roll over leave reports/ Letters
  • Preparing UI19 Applications
  • Arranging Medical aid applications/ withdrawals
  • Preparing provident fund applications/ withdrawals
  • To give verbal warnings to employees when it is required
  • Inform Manager of hearings that is to take place. Also do prep packs for complainant and chairperson
  • Attending to all Disciplinary related queries and following the relevant procedure to ensure that the matter gets resolved
  • Ensure effective compliance with policies and procedures as well as legitimate instructions
  • Familiarize yourself with the content of policies and procedures as they come about
  • Follow up with branches to ensure that all HR related paperwork are sent to HR for approval or filing
  • Scanning and Capturing of all HR related documentation into HR system
  • Liaising with Talenger (payroll company)
  • Drafting letters of warning
  • Preparing documentation for Disciplinary hearings
  • Coordinating hearings
  • Preparation for CCMA cases
  • Capturing the outcome of hearings
  • Liaising with the CCMA on dates for appearances
  • Filling
  • New user forms
  • End user forms
  • Tag forms
  • Asset control forms to hand assets to companies
  • Check list for asset returns
  • Exit Interviews
  • All queries
  • Interventions
  • Drug and Alcohol testing
  • All employee questions
  • WSP ART
  • Skills Development
  • Employment Equity
  • Secretary of the EE committee, taking minutes setting up meetings, prepping the committee for training
  • Sending out meeting requests and agendas
  • Training and development
  • Training analysis with each and every staff, member
  • Meetings with Gms on staff training
  • Training interventions
  • Liaising with training providers
  • Obtaining quotations for training
  • Setting up training sessions
  • Receiving feedback from employees
  • Obtaining all training from staff and external trainers
  • Ensure that all training is noted in the training register
  • Training committee - new appointments noted on the files
  • Occupational Health & Safety
  • Inspection of all areas for Compliance
  • Drafting Policies- Covid
  • Organizing Training
  • Letters of appointment
  • Meetings and Minutes
  • Preparing Documentation for Audits
  • Liaising with suppliers for contracts
  • Generator- inspection dates- Certification
  • Fire Extinguisher inspection dates - Certification
  • Aircon Inspection dates - Gaining certificates
  • Filling all policies on the database
  • Drafting Organograms
  • Drafting Policies
  • Preparing Reports
  • Digitizing of the complete ISO filing system
  • Preparation of documentation for signature
  • Compiling data for the ISO Auditing Process
  • Digitizing the Auditing process
  • Redesigning of policies in conjunction with Executives
  • Meetings and Minutes

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