Personal Assistant

3 days ago

Johannesburg, South Africa H&S Labour Brokers cc Full time

A leader in its industry is currently seeking for an experienced Personal Assistant to join their team.

The main function of this role is to provide personal assistance support to the Chief Financial and administrative support to the entire team.

**The successful applicant duties include but is not limited to**:
**Provide administrative support to Executive**
- Follow up any matters requiring a response form the Chief Executive timely.
- Act as communication liaison between Chief Executive, employees and clients.
- Prepare agenda for meetings and take minutes during meetings reflecting complete and true record of the meeting.
- Ensure relevant people receive management information e.g copies of reports, presentations prior to and/or after the meetings.
- Compose and bind documents (letters, memoranda, minutes, agendas, schedules, reports, etc).
- Convey information by means of written documentation in an accurate, clear, concise and understandable manner.
- Compile monthly reports, following up on the receipt of information from relevant people, use standard format to capture a consolidated report for the Chief Executive’s attention, meeting deadline for submission.
- Assist with planning and controlling of overall workflow in and out of the Chief Executive’s office.
- Ensure timeous payment of all invoices on behalf of the Chief Executive and the team.
- Assist the Chief Executive in putting together presentations as and when required.
- Manage calls received so that only important, urgent and agreed calls are transferred to the Executive.
- Record messages accurately in terms of stipulated specifications, forwarding them in a timely manner.
- Adhoc research on relevant topics and report back to the Chief Executive on the findings and constantly improve the administrative function in line with the changing world of work.

**Meeting and events management administration**
- Coordinate various events, arranging all logistics to achieve a successful event, this includes sourcing of venue, catering and mailing of invitations and sourcing corporate gifts
- Make logístical arrangements for visitors.
- Participate in PA Forums as and when scheduled.
- Convene various meetings and functions with internal and external stakeholders, notifying all parties within stipulated periods before the scheduled meeting
- Liaise with Procurement Department to schedule bookings of accommodation, flights and car hire for the Chief Executive and the team.
- Organise workable travel arrangements for the Executive, which take practicalities involved in both international and local travel into consideration.
- Follow up on the timely submission and collection of relevant travel documentation such as passports and visas.
- Process requisitions and purchase orders in accordance with standard procedure.
- Acquire necessary signatures for authorisation from relevant stakeholders

**Maintain a filing system**
- Maintain and update all records as per the appropriate procedure.
- Access information in a speedy and accurate manner, as required by the Executive.
- Ensure that sensitive documentation are handled in a confidential manner and in compliance with POPIA.

**Diary Management**
- Maintain the electronic diary of the Chief Executive ensuring that meetings and events do not overlap.
- Notify all parties timeously of appointment changes and identify urgent matters that need to be brought to the Executive’s attention

**Minimum Requirements**:

- Relevant Diploma (minimum NQF level 6 qualification)
- At least 2 years job-related experience - supporting an Executive within a corporate environment
- Minutes taking and must have good and accurate typing skills

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