Personal Assistant

7 months ago

Johannesburg, South Africa CipherWave Full time

**JOB PROFILE**:

- Job Title:
- Personal Assistant- Division:
- EXCO- Subdivision:
- None- Reports to:
- Chief Executive Officer**WORKING RELATIONSHIPS**:

- Internal:
- CEO
- Executives
- External:
- Clients
- Suppliers

**JOB SUMMARY**:

- Main purpose of position:
- CipherWave is a South African Internet Service Provider (ISP) that provides growing businesses with a range of solutions to help them connect, communicate, and collaborate with their customers, employees, and suppliers We own and manage our own network infrastructure, which enables us to provide efficient, speedy service and support that our customers can count on 24/7.
- The position has a primary responsibility to assisting the CEO of CipherWave with the day to-day requirements, and a general understanding of our product and services range as offered by the company.
- The position requires an individual who has both the knowledge and experience to structure and maintain daily tasks, ability to communicate proficiently though all the company communication channels and ability to show leadership and control the functioning of the business when the CEO is unavailable from time to time The position requires close liaison with the clients and suppliers, providing assistance, making informed decisions and a professional look and good manner The incumbent should have the requisite composure and maturity to control the functions within this area of responsibility and be adept to fast learning and thrive in a high pace industry that requires fast decision and dynamic thinking at all times.
- Responsibilities and duties:
- To provide a comprehensive secretarial and administration service to the CEO across the range of their work scope.
- Filing and overall ‘data’ management.
- Arranging travel, visas, Car Rental and accommodation for CEO.
- Assisting CEO in tasks (personal and work-related tasks).
- Taking of minutes and dictation Follow up of tasks, and actions in a professional and timeous manner.
- Screening of phone calls CEO related, enquiries and requests, and handling them appropriately.
- Overall Diary management.
- Carrying out background research and presenting findings to CEO.
- Maintain and control schedules, meetings and board room times.
- Communicate tasks and follow up requests in a professional manner and within defined time scales.
- Using the systems as provided by the company.
- Validate, check and control documents, values and documents that require screening and signoff.
- Greet clients, suppliers and customers and be an ambassador of the company at functions and show thorough knowledge of what the company is and its history.
- Ensure customers are satisfied and perform any customer relations tasks/ functions that may present themselves from time to time.
- Complete simple account and petty cash analysis entries, pay accounts and monitor debtors if and when required.
- Prepare presentations and reports of high quality and professional appearance.
- Attend PR functions, prepare meeting functions and attend customer and supplier events.
- Good speaking and people skill are required.
- Any other activities within the experience and capabilities of the personal assistant when required and within reason.
- Understand the company’s goal and mission and to continually strive and reach KPIs and sales targets as set out by the company/management.
- Desired skills & experience- Minimum of 2 years’ experience in a PA or marketing position.
- Marketing or PA training or completed courses in a PA field.
- Good communication and people skills, with a dynamic personality and good presentation.
- Excellent verbal and written communication skills.
- Excellent customer relations skills and ability to problem solve.
- ICT or ISP background is advantageous.
- Attention to Detail.
- The ability to communicate at senior management or executive level, both internally and with external clients.
- Minimum experience:
- Minimum of 2 years’ experience in a PA or marketing position.
- Computer Literate and intermediate level in Microsoft Office Suit, Excel, Word, etc.
- Marketing or PA training or completed courses in a PA field.
- Valid Driver’s License and own transportation is a must.
- Behavioural Dimensions:
- Able to handle people and extract their best.
- Accurate and conscientious with the ability to cut through the “wood” to reveal the true situation.
- Process, organisation and procedure management capability to ensure quality delivery or execution.
- Able to handle conflict and manage problem situations internally and externally.
- Good inter-personal skills, good listener.
- Rational and capable of both making and supporting decisions.
- Perform well within a team orientated business model, confident and ability to promote a high morale within the company.
- Key Performance Areas:
- Administration
- Secretarial
- Management

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