Personal Assistant

7 months ago

Bellville, South Africa Pepkor Speciality Full time

**Key Responsibilities**:

- Provide administrative and clerical support and coordination to 4 Executive Managers and their respective departments.
- Coordinate the CEO, Finance, IT and HR team calendar of events
- Receives and directs all incoming calls for 4 Executives, and manages messages and follow-ups.
- Daily manage the diaries of direct Managers proactively, including conference room bookings, meetings, lunches, receiving of visitors etc.
- Prepare statistical reports, collate agenda items from various members of meetings, attend meetings and type up minutes for distribution.
- Organizing functions/meetings and appointments etc.
- Coordinating the venue and catering for respective functions
- Manages travel arrangements for respective departments
- Responsible for coordinating new supplier documents for loading onto the finance system
- Places company stationery orders for relevant departments
- Maintains a hard & soft copy of filing documents for Group committees (3-year budget plans, Investment committee etc.)
- Dealing with and responding to correspondence and telephonic queries
- Compiling and distributing reports and/or presentations
- Providing a comprehensive administrative/office support service
- Relieve reception duties on an ad hoc basis

**Qualifications**:

- A relevant qualification in secretarial/ personal assistant/ office administration is required
- A Matric certificate or equivalent qualification is an important requirement.

**Knowledge, Skills and Experience**:

- A **minimum **of 5 years of experience as a personal assistant or personal executive reporting to Executive members is essential
- Excellent verbal and written communication skills English
- Sound knowledge and experience in managing an Executive's/director's diaries essential
- Proficiency in all the latest Microsoft packages (Word, Excel, and PowerPoint & Outlook) or Google workspace
- Basic numerical skills, together with the ability to complete numerical reports/budgets accurately (as and when required)
- Must be able to present themselves and the company in a professional manner
- A strong service orientation and excellent relationship-building and networking skills
- Communicate effectively at all levels both within, as well as outside the company
- Remain flexible, function under pressure and maintain a positive attitude and work performance in a variety of circumstances
- Excellent time management, planning, coordination and organizing skills
- A strong “sense of urgency” about everything they do
- Self-motivated, take responsibility and have a sense of pride in their work
- Be accurate, attention to detail and be reliable in meeting set deadlines
- Manage confidential information with the utmost discretion
- Innovative and show initiative

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