Personal Assistant to Principal

2 weeks ago

Cape Town, South Africa SAOTA Full time

**JOB SUMMARY**

The primary function of this role is to provide high-level administrative and personal support to the Principal.

**RESPONSIBILITIES**
- Manages and maintains the Director's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel and ensures that the Director is always aware of his schedule.
- Coordinates all travel and accommodation requirements
- Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
- Typing, compiling and preparing reports, presentations, and correspondence
- Acting as the first point of contact: dealing with correspondence and phone calls
- Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
- Managing databases and filing systems and implementing and maintaining procedures/administrative systems
- Deltek Vision system management
- Respond to relevant Enquiries.
- Set up clients and projects on Vision and in Windows.
- Manage Initial Project Enquiries and distribute RFPs based on Regions or Departments.
- Manage and drive the proposal procedure from initiation to completion.
- Develop proposal outlines and schedules.
- Write and maintain all project and company profiles for use in RFPs and other marketing purposes.
- Send accommodation schedules, fee proposals, and Schedule of Appointments.
- Assist in the management and maintenance of digital assets
- Assist with market research when required
- Thorough knowledge of and compliance with all SAOTA procedures and standards.
- Assist in maintaining and enforcing all SAOTA procedures and standards as well as the corporate image.
- Support and assist staff, suppliers, and clients, as required
- Attend to all personal matters.
- Liaise with staff regarding Director’s properties.
- Maintain house operating manuals for appliances and home automation.
- Conduct daily diary meetings with Director to discuss upcoming engagements, and other requests.
- Co-ordinate Director’s diary with Spouse/Children
- Order lunch for Director on a weekly basis.
- Collating and filing expenses
- Miscellaneous tasks to support their Director, as required.
- Collecting and dropping off children from school on a daily basis
- Internal and external meeting minutes
- Timesheet management on behalf of the Director and his team
- Reception Relief

**ESSENTIAL SKILLS AND CRITERIA**
- Driver’s License
- Cape Town based
- Exceptional level of accuracy and attention to detail.
- Discretion and confidentiality are essential to the role.
- Fluency in both written and spoken English, with strong spelling, grammar, and proofreading abilities
- Tech savvy with excellent knowledge of Microsoft Office Suite
- Ability to remain calm, multitask, and work under deadline-driven pressure.
- Ability to build good relationships at all levels and the ability to work well in a team.
- Minute taking and touch typing skills
- Excellent organizational skills
- Able to manage sensitive and confidential information
- Able to work without supervision, use initiative, and be proactive while working within a team
- Ability to prioritize and manage own workload amidst conflicting demands and busy work periods.
- Prior Au-pair experience advantageous
- Enjoys and good with young children
- There will occasionally be a requirement to work additional hours which may include weekends.

Ability to commute/relocate:

- Cape Town, Western Cape: Reliably commute or planning to relocate before starting work (required)

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