Professional Assistant

2 weeks ago

Sandton, South Africa Discovery Ltd. Full time

**Business Unit**:Marketing**Function**:Personal Assistant/Secretary**Date**:3 May 2024**About Discovery**
- Discovery’s core purpose is to make people healthier and to enhance and protect their lives. We seek out and invest in exceptional individuals who understand and support our core purpose, and whose own values align with those of Discovery. Our fast-paced and dynamic environment enables smart, self-driven people to be their best. As global thought leaders, Discovery is passionate about innovating in order to not only achieve financial success, but to ignite positive and meaningful change within our society.**Key Purpose**
- To provide executive support by providing full secretarial & administrative support whilst maintaining confidentiality and discretion at all times. To function as a key support partner to and be an extension of the executives, through professional interactions with various stakeholders the team engages with.**Principal Accountabilities**
- Diary Management, including arranging and co-ordination of meetings.
- Administration
- Manage general information, queries, phones calls and invitations and redirect as required.
- Endeavour to resolve queries directed to the executives, minimising the number and type of issues brought to their attention.
- Strong focus on dealing with escalated queries from clients, customers and stakeholders.
- Manage relevant administrative tasks pertinent to the executives including, but not limited to, preparation of meeting packs, including digital folder management. Coordinate & support meetings, including guest requirements such as tea/coffee etc.
- Record & document meeting minutes, collect feedback on matters arising from meeting attendees.
- Compile or edit Word/PowerPoint presentations within tight deadlines.
- Compile and update organograms for the portfolio.
- Travel and Event Coordination
- Coordinate business travel, hotel accommodation and associated logístical support including transportation.
- Coordinate all internal and external meetings and events as required.
- Payroll administration, Invoicing & Expenses
- Ensure all invoices are paid in line with Group Procurement guidelines and in a timely and efficient manner ensuring that governance is adhered to.
- Coordinate expenses on a monthly basis to ensure only relevant costs are allocated.
- Process and submit reimbursements for executives’ direct reports.
- Monthly compilation and submission of the recon for the corporate cards.
- General
- Proactively work to build strong and effective working relationships within the executive’s office, with other PA’s and key stakeholders across group.
- Undertake ad-hoc projects and research as required.
- Day to day office management.
- High level contact with external stakeholders and clients.
- Maintain a database of all suppliers.
- Work overtime as and when required.
- Critical aspects of the role include but are not limited to:

- Managing multiple responsibilities and interactions.
- Managing conflicting schedules and multiple deliverables.
- Managing relationships & networking with people across all levels within and outside the organisation.

**Personal Attributes**
- Passionate and driven.
- Lives the Discovery values.
- Positive, optimistic disposition.
- Strong communication skills.
- Detail-oriented.
- Results driven.
- Friendly and approachable person.
- Sets high standards for professional delivery and development.
- Displays professional etiquette.
- Ability to keep calm under pressure.

**Competencies**
- Take initiative - by displaying organisational, time management and problem-solving skills.
- High levels of attention to detail.
- Delivering results and meeting stakeholder expectations.
- Presenting and communicating information consistently and timeously.
- Deciding and initiating action.
- Prioritising deadlines accordingly.
- Collaborating and networking with people.
- Writing and reporting.

**Education and Experience**
- Matric.
- A minimum of 5 years experience as a PA to Senior Manager/s or above.
- Intermediate to Advanced capability on Word, Excel, Powerpoint, MS exchange.
- Ability to work effectively on the full MS Office package.
- Strong written and verbal communication skills.
- Advantageous (secretarial diploma, PA to an executive/s, internal Discovery experience).
- EMPLOYMENT EQUITY
The Company’s approved Employment Equity Plan and Targets will be considered as part of the recruitment process. As an Equal Opportunities employer, we actively encourage and welcome people with various disabilities to apply.

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