Personal Assistant

2 weeks ago

East London, South Africa Adzuna ZA B C2 Full time

Well established Construction company are looking for an experience applicant to join their dynamic team. The Personal Assistant will need to provide an efficient secretarial and administrative support service to the Managing Director

To co-ordinate the development, structure, format and content of the final tender proposals.

Qualifications:

At least 3 years’ experience in a related role

  • Skills:
  • Strong administration skills
  • Superior telephone etiquette
  • Solid written and verbal communication skills
  • Good people skills
  • Good networking skills
  • Solid organising skills
  • Good time management skills.
  • Strong computer literacy especially in Microsoft applications
  • Good knowledge of general administrative processes
  • Good understanding of key business processes and practices
  • Good understanding of business calendar
  • Excellent understanding of high-level business protocols
  • Good understanding of Managing Director ’s current priorities
  • Competencies:
  • Detail-oriented
  • Proactive
  • Confidential
  • Pressure resilient
  • Assertive
  • Dedicated

Key responsibilities of this role:

  • Deliver efficient secretarial service
  • Provide general administration service
  • Manage external interfaces
  • Tendering Administration Assistant
  • Finalise and compile the tender documents for submission
  • Arrange for actual submission
  • Filing and archiving tender documents accurately

Main activities of this role:

  • Deliver efficient secretarial service
  • Manage communications - written (filing, faxing, email, etc.) and verbal (telephone, direct etc)
  • Manage documentation – filing, record keeping, travel documents, distribution of mail etc
  • Compile documents and presentations according to organisational outlines and templates
  • Update schedules timeously according to requirements and priority
  • Prepare provisions for meetings (e.g. documents, presentations) timeously and make available for review by the Managing Director in advance of scheduled meetings
  • Research and handle high-level delegations according to relevant protocols
  • Effectively provide a gate-keeper function to ensure only priority interfaces at Managing Director level
  • Screen incoming calls and all visitors for relevance and re-direct as appropriate
  • Provide general administration service
  • Accurately process relevant business transactions and general cheque/payment requisitions
  • Complete all business travel arrangements and preparations efficiently and timeously
  • Handle general enquiries appropriately
  • Co-ordinate and schedule meetings and functions
  • Provide appropriate refreshments/catered lunches for Board meetings, presentations, meetings etc.
  • Manage external interfaces
  • Provide effective, professional interface with external suppliers in terms of recruitment, consultants, equipment suppliers, travel co-ordinators, conference and meeting venue providers etc
  • Effectively and compliantly manage visitors
  • Screen both internal and external requests to meet with the Managing Director
  • Maintain a professional image at all times
  • Tendering Administration Assistant
  • Provide efficient tender co-ordination service
  • Maintain and update records of all available tender opportunities and control master database of all public and private sector contract details
  • Maintain and update company profile
  • Evaluate tender documentation, and co-ordinate requirements from internal and external participants
  • Maintain filing
  • Arrange meetings and approvals
  • Provide general administration
  • To assist in general tendering administration
  • Assist with filing in accordance with company procedures
  • Assisting in ensuring all tender amendments are acknowledged and filed
  • Assisting in production of and ensuring that the drawing register is completed – if deemed necessary

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