Personal Assistant to Managing Director

5 months ago

Stellenbosch, South Africa Newmark Hotels Full time

**Job Title: Personal Assistant**

**Hazendal, Stellenbosch**

The Personal Assistant (PA) will work directly with the Managing Director and will be responsible for supporting the planning, administration, communication, reporting and following up the needs of the Managing Director and undertaking a variety of tasks to support his vision, strategy, and tactics. Also required to prepare reports, presentations, and briefs to assist the MD in decision-making processes. This role is pivotal in ensuring that the MD’s time is optimized, and the executive office runs smoothly.

**The Employee’s responsibilities shall include, among other things, the following**:

- Act as the first point of contact for the MD with internal and external
- Plan and maintain MD’s calendar and recurring tasks, arrange appointments, organise, and set agendas and action points for all his meetings, and provide reminders
- Act as ‘follow-up Manager’ across the Board and Senior Leadership Team to ensure that a wide range of agreed actions are being executed
- Filtering and triaging inbound communications in line with business objectives and priorities working with other departments to ensure on-time execution.
- Produce reports, presentations, and briefs as needed
- Book transport and accommodation as and when required
- Attend Senior Leadership Team meetings, off-site quarterly days, and other strategic meetings to take notes and action points
- Maintain administrative systems, database, and server protocols.
- Collaborate effectively with all staff, clients, and suppliers.
- Provide good relationships with Senior management team
- Deliver timely and outstanding satisfaction

**Requirements and skills**
- A qualification as a PA is advantageous
- At least 3 years of experience as a Personal Assistant to a senior executive
- Exceptional organisational skills of self and others and ability to work without supervision
- Maintain 100% confidentiality, demonstrate diplomacy and tactfulness
- With integrity, honesty, discretion, and openness
- Use polished communication skills both verbal and non-verbal to influence and persuade
- Focus on business priorities and all functions to ensure MD’s satisfaction
- Ability to remain calm under pressure and manage conflicting priorities
- Strong Microsoft Skills for common apps
- Ability to take and record accurate notes/minutes in complex meetings
- Accountable and committed to the task in hand
- Capacity to manage multiple tasks efficiently
- Always act in the best interest of the MD
- Approachable to clients and colleagues
- Excellent communication and interpersonal skills at all levels
- Open to new ways of doing things
- An ability to manage time and workload efficiently
- Willing to do whatever it takes to get the job done

**Job Types**: Full-time, Permanent

**Experience**:

- PA to a Executive/Director: 3 years (required)

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