Junior Executive Personal Assistant

4 weeks ago

Johannesburg, South Africa Hedz recruitment solutions Full time

Our client a Well Established Organisation in the Transport industry is seeking the services of a Junior Executive PA for the Fourways / Roodepoort, Johannesburg, Gauteng Area.

The successful candidate will be expected to provide first class secretarial and administration support to the Director and Management Team.

The successful candidate will be a polished professional, articulate and will really understand the true meaning of providing exceptional executive assistant support at a senior level

Min Requirements:

  • Matric with PA/ Secretarial/ Office Admin Diploma or qualifications in a relevant discipline and significant recent experience in a similar role
  • Fluent in Afrikaans (Written and Verbal)
  • PA experience at Senior Manager/Director level +/- 5 years
  • Experience in Finance administration will be advantageous.
  • Demonstrable experience of working with senior management within a fast moving business environment
  • Excellent secretarial skills, including fast, accurate minute taking and typing and excellent IT skills including MS Word and Excel .
  • Effective communication, interpersonal and organisational skills
  • Experience of managing a complex and changing diary with attention to detail and the ability to work speedily and accurately
  • The ability to exercise independent judgment and use initiative to make sound decisions and resolve issues.
  • A proactive attitude with the ability to forward plan and think outside the box.

Responsibilities

  • Compile spreadsheets and identify discrepancies to bring to Management's attention.
  • Ensure messages are correct and conveyed timeously
  • Update and distribute telephone lists to all Staff at Dealership
  • Communicate effectively with clients and have a client service approach.
  • Control, monitor and record calls.
  • Ensure Customers are directed to the employee to be visited / contacted
  • Ensure Customers comfort whilst in waiting period
  • Ensure all calls are answered promptly and pleasantly
  • Ensure cleanliness of reception area Limit hang-on calls by offering call backs
  • Creating processes and procedures to ensure that the day to day running of the department is efficient and effective whilst constantly reviewing these processes and improving.
  • Acting as the main point of contact for FM , screening and responding to emails, preparing reports and presentations with a high level of accuracy.
  • Diary management including rescheduling and booking meetings, travel booking, venue and catering booking, conference registration and booking, minute taking and briefing management extensively on these.
  • Filing documents, reference materials etc in a logical manner and ensuring this is kept up-to-date, accurate and confidentially stored both hard and soft copy; maintaining accurate and up-to-date archiving and Outlook contacts; quick and accurate retrieval of the same.
  • Monitoring, receiving, sorting, logging, distributing and sending soft and hard copy mail.
  • Arranging and coordinating meetings and other functions or events; attending meetings as necessary, taking minutes where required; transcribing and distributing minutes as appropriate.
  • Welcoming guests and other visitors; managing any waiting period so that visitors are comfortable; interacting professionally with external clients and acting as a brand ambassador at all times.
  • Processing invoices, purchase orders and expenses for Management.
  • Build and maintain strong and effective relationships with external and internal staff in a professional and confidential manner.

Critical Competencies

  • Communication: written and verbal
  • Accounting/ Finance skills and understanding
  • Planning and organising
  • Managing workload
  • Administration experience
  • Excellent Computer literacy (MS Office, Excel)
  • Confidentiality
  • Professional image
  • Innovative and Proactive
  • Energetic and fast paced
  • Ability to work under pressure

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