Personal Assistant

2 weeks ago

Durban, South Africa Platinum Recruitment Solutions Full time

Responsible for providing general administration, secretarial, marketing and office related support

to the CEO, COO and the Team.

General Admin
- Process reimbursements as requested and approved.
- Reconcile credit card & loyalty statements.
- Liaise with the relevant stakeholders to resolve related queries.
- Co-ordinate the company’s statutory document submissions and follow ups.
- Engage with Legal and Compliance to ensure that service provider contracts and SLAs are up to date
- and tracked correctly.
- Allocate and reconcile petty cash as required.
- Relieve switchboard when required.
- Ensure annual renewals for cell phones, post box & car licences are done timeously.
- General office ad hoc duties such as taking minutes, typing, filing, scanning, etc.
- Administer vouchers for birthdays, prizes and events.
- Maintenance of company insurance policy.
- Process payments and requisitions through the agreed process as required.

Marketing
- Administer the company’s Facebook account and other social media accounts.
- Update and maintain the Organization’s intranet site. Effectively utilise the intranet to drive usage.
- Assist with drafting communications and placing onto the appropriate platform for distribution.
- Co-ordinate and compile surveys via the survey platform.
- Custodian of all marketing material for all marketing use (mailers, brochures, presentations, templates etc).
- Propose new ideas and concepts for social media, content sourcing and company brochures.
- Facilitate orders for branded stationary and other items as needed.
- Collaborate with stakeholders (internal and external) to extract content writing for social media platforms and marketing material.

Operations
- Receive and welcome guests as required.
- Create farewell and congratulations cards as required.
- Provide support to the CEO and COO as required.
- Update the parking allocations and ensure the available parking bays are effectively allocated and managed through consultation with HR.
- Manage the issuing and collection of gate remotes.
- Managing of headsets; ensure that there is sufficient availability of headsets. Purchase additional headsets through IT and manage the allocation thereof.
- Arrange for flowers or a suitable alternative to be sent to employees when specified events occur.
- Facilitate the car wash process.
- Engage with the relevant teams to resolve queries raised.
- Collaborate with HR on people related events or change.
- Travel arrangements

Facilities
- Ensure office and cleaning supplies are always replenished.
- Ensure the pest control services are scheduled at the agreed intervals.
- Liaise with the service provider to ensure that the office plants are maintained.
- Oversee that the required levels of service delivery with Red Alert are maintained. Perform ad hoc checks and provide feedback to the allocated Manager. Ensure changes are implemented.
- Co-ordinate the maintenance of the air-conditioning system.
- Liaise with the electrician to resolve all electrical services.
- Liaise with all relevant stakeholders to effectively manage the office facilities. Internal committees Health and Safety - effectively carry out the duties of the Health and Safety Representative. Liaise with the Health and Safety team to support the team.
- Internal Marketing Team - collaborate and guide the marketing team to ensure that the objectives are met. Co-ordinate the marketing team activities, assist with proposals and with implementing initiatives.
- Provide support to ad hoc office projects.

Education & Experience:

- Secretarial course / office admin certificate will be an advantage.
- At least 3 years’ experience in a related/relevant field of work is required.
- Proven track record of good work performance is essential.
- Excellent communication and collaboration skills.
- Marketing skills.
- Valid driver’s license with own vehicle.

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