Personal Assistant to The Coo

6 months ago

Centurion, South Africa Valor reimagining hospitality Full time

**Valor Hospitality Partners is recruiting for one of our clients looking to recruit an experienced Personal Assistant for their COO.**

**Brief Role Description**:
Providing support to the Chief Operating Officer and the Executive team to effectively organize and manage the office and the department.

**Key Performance Areas**:
**1. Operational**
- Manage, coordinate, and maintain the calendar of the Executive, including appointments, meetings, and travel.
- Organize internal and external meetings, ensuring all necessary requirements are met.
- Provide executive and administrative support to the Executive.
- Organize Executive travel and logistics, including flights, hotel accommodation, car rental, meeting schedules, and expenses.
- Provide secretarial support for meetings, including drafting and circulating agendas, preparing minutes, and coordinating logistics.
- Draft and write high-quality reports and presentations as required.
- Arrange Directorate and Senior leadership events.
- Manage the diary (electronic and manual) of the Executive.
- Create, transcribe, and distribute meeting agendas and minutes.
- Quality assure all documents for spelling mistakes and layout.

**2. General Administration**
- Manage admin activities.
- File and submit all documentation.
- Provide regular feedback to ensure compliance with company policies.
- Collate, distribute, and control sensitive information and reports.
- Analyze, correct, consolidate, and prepare project-related documents for reporting.
- Update relevant control mechanisms to reflect the current situation.
- Communicate challenges/concerns to relevant stakeholders.
- Assist in managing key customer relationships.

**3. Reporting**
- Prepare presentations for Operations/stakeholders when required.
- Update and maintain all engineering records.
- Compile and prepare statistics/reports as required.

**4. Adhoc**
- Undertake any other responsibilities as directed by Management.
- Responsible for specific projects delegated by the Executive.

**MINIMUM REQUIREMENTS**:

- Higher Education & Training: Diploma in Administration.
- Diploma in Project Management would be an advantage.
- Professional Registration/Trade: Certificate in Executive Administration.
- School Grade: Grade 12.
- Licenses: Code B Driver’s License.
- Experience: Five years’ experience at a senior secretarial level, including reception duties, meeting management, and Personal Assistant experience at the senior management level.
- Knowledge: Familiarity with administration policies, systems, and procedures.
- Exceptional interpersonal and communication skills.
- Ability to organize and plan own work.
- Excellent attention to detail.
- Flexible, pro-active approach to work.
- Ability to deal with sensitive information with discretion.
- Excellent IT skills, including MS Office suite.
- Technical/Core Training: N/A.
- Statutory Training: IMS (Integrated Management System).
- IT Training (General MS etc.): Microsoft Office (Intermediate), SAP Knowledge.

**Generic/Foundation Competencies**:

- Personal Competencies: Good planning and organizational skills, Initiative/Proactively, Written Communication, Attention to detail.
- Leadership Competencies: Business Acumen, Decisiveness, Display pursuit of excellence, Maintain confidentiality.
- Thinking Competencies: Etiquette/Courtesy in Business, Planning & execution skills, Problem Analysis, Demonstrate independence.
- Interpersonal Competencies: Relationship Building, Teamwork, Listening, Good interpersonal skills.

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