Junior Personal Assistant

6 months ago

Cape Town, South Africa Inhouse Design Studio Full time

As a Personal Assistant (PA) to our 3 Directors, you will play a crucial role in supporting the daily operations and activities of the directors within the organization. This role requires a high level of organizational skills, discretion, and professionalism to effectively manage administrative tasks and provide comprehensive support to the directors.

**Responsibilities**:

- Calendar Management: Coordinate and manage the directors' schedules, including scheduling meetings, appointments, and travel arrangements.
- Meeting Coordination: Arrange and prepare materials for meetings, take minutes, and follow up on action items as directed by the directors. Ensure meeting rooms are set up appropriately and all necessary resources are available.
- Travel Arrangements: Organize travel itineraries, accommodations, visas, and other logistics for business trips and conferences. Ensure travel plans align with the directors' preferences and business requirements.
- Document Creation: Prepare fee proposals and contractual documentation as well as presentations both for digital and soft copy use.
- Document Management: Maintain and organize electronic and physical filing systems, ensuring documents are properly labeled, stored, and easily accessible. Handle sensitive and confidential information with discretion.
- Task Prioritization: Prioritize tasks and manage competing deadlines effectively, ensuring the directors are informed of urgent matters and deadlines.
- Administrative Support: Provide general administrative support, such as drafting correspondence, preparing reports, data entry, expense tracking, and other ad-hoc tasks as required.
- Relationship Management: Build and maintain positive relationships with key stakeholders, including clients, partners, and colleagues, to facilitate effective communication and collaboration.
- Event Coordination: Assist in the planning and coordination of company events, including team meetings, workshops, and social gatherings.
- Research and Analysis: Conduct research on various topics as requested by the directors, compile findings into reports, and present information in a clear and concise manner.
- Problem Solving: Proactively identify challenges or inefficiencies in administrative processes and propose solutions to improve workflow and productivity.
- Client Liaison: Attend meetings both internally and externally as and when required. Communicate with clients telephonically.
- Professional Representation: Represent the directors and the organization professionally in all interactions, demonstrating a high level of professionalism, integrity, and discretion.

**Qualifications & Skills**:

- Proven experience as a personal assistant, or similar role, preferably supporting senior executives or directors.
- Excellent organizational and time management skills, with the ability to multitask and prioritize tasks effectively.
- Strong communication skills, both verbal and written, with a keen attention to detail.
- Discretion and confidentiality in handling sensitive information.
- Ability to work independently with mínimal supervision and as part of a team.
- Flexibility to adapt to changing priorities and work under pressure.

**Personal Assistant Responsibilities_Additional**

1. Provide high-level administrative support to the Directors of the Design firm.

3. Draft fee proposals and contract agreements for client projects, ensuring accuracy and adherence to company policies.

4. Maintain comprehensive records of client communications, agreements, and project details.

5. Organize and prioritize the directors' schedules, ensuring timely attendance to meetings, appointments, and deadlines.

6. Assist in preparing presentations, reports, and other documents as required by the directors.

7. Conduct research and gather necessary information for various projects and initiatives.

8. Act as a liaison between the directors, clients, and internal teams, facilitating effective communication and collaboration.

9. Manage travel arrangements and accommodations for the directors as needed.

10. Track and follow up on pending tasks, objectives, and deadlines to ensure timely completion.

11. Handle confidential and sensitive information with discretion and professionalism.

12. Anticipate the needs of the directors and proactively address any issues or challenges that may arise.

13. Collaborate with other members of the administrative team to streamline processes and improve efficiency.

14. Stay updated on industry trends, market developments, and relevant news to better support the directors in decision-making.

15. Take on additional tasks and responsibilities as assigned by the directors to contribute to the overall success of the firm.

**must be immediately available**

**must have valid drivers licence and own vehicle**

**must reside in Cape Town

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