Personal Assistant

3 weeks ago

Parktown, South Africa AJ Personnel Full time

**Main purpose of the job**:

- To provide support to the Executive Director

**Location**:

- **Ezintsha - 32 Princess of Wales Terrace, Parktown - Johannesburg**

**Key performance areas**:

- Proactive diary management
- Arrange meetings - take minutes, assemble, and distribute meeting packs timeously, follow up on meeting actions and track progress
- In the absence of the Executive Director, conduct various follow-ups, make decisions, and delegate work to others
- Update and maintain the Director’s curriculum vitae by recording publications, conference attendance/presentations, and involvement in mentorship activities
- Ordering refreshments/lunch for Executive Director meetings
- Restaurant and venue bookings for Executive Director meetings
- Assist overseas visitors with accommodation, car hire, etc.
- Research publications and articles for the Executive Director
- Support ethics and SAHPRA submissions for the Executive Director (Clinical and non-clinical)
- Compile and prepare documents for sign-off by the Executive Director
- Electronic and paper filing system and file maintenance
- Procurement of office stationery and machinery for the Executive Director
- General administrative work in line with the nature of the role, including printing, binding, scanning, document preparation
- Effective diary management
- Messages and queries effectively responded to
- Documents well presented, accurate and timely
- Communications maintained
- Knowledge of relevant policies and procedures
- Communication skills (verbal and written), Computer Skills, Conflict Management, Customer orientation, Decision making, Negotiation skills, Planning, Organizing, and Teamwork
- Organize local and international travel for Executive Director including:

- International workshop/conference registration and logistics for Executive Director
- Ensure familiarity and compliant with all other donor travel/conference expense regulations, processes, and procedures
- Booking, coordination, tracking, and confirmation of flights, accommodation, and transport to ensure trips run smoothly
- Provide a travel pack with all relevant meeting information, tickets, accommodation, itineraries, agendas, and any other information for the trip
- Update Outlook with flight times and relevant information
- Reconcile credit cards and prepare and reconcile per diems claims
- Per Diem and expenses processing and familiarity with international and national per diem rates and rules, including SARS requirements
- Arrange forex, where required, claiming voyager miles across multiple loyalty programs and ensuring loyalty points are leveraged effectively to make traveling as smooth and comfortable as possible
- Identify and leverage project funding for various expenses (including travel and project expenses)
- Process and track travel expense claims to make sure all written approvals and supporting documents are included
- Travel arrangements are adequate and promptly confirmed
- Itineraries available and correct
- Expenses reimbursed and appropriately allocated
- Arrangements and changes communicated in an effective and timely manner
- Coordinate and communicate effectively with DoH, external agencies, and management of high-profile donor agencies, regulatory bodies, auditing agencies, and other stakeholders, etc.
- Crisis intervention to find solutions at a speedy rate
- Coordinate operational activities such as IT, procurement, etc., for Executive Director
- Monitor budgets, keep abreast of new projects and their accounts
- Attend to all staffing requirements and administration
- Support Executive Director with scheduling and performing monthly/annual performance development and assessment of line reports
- Promote teamwork and information sharing from one project to another
- Promote effective communication and two-way feedback between Executive Director and all direct reports
- Promote a positive, professional image of the Executive Director’s office and project teams
- Projects and stakeholders effectively managed for optimal delivery

**Required minimum education and training**:

- **Relevant tertiary Degree preferred**:

- **Valid driver’s license**

**Required minimum work experience**:

- **Minimum 3 years experience as a Personal Assistant**

**Desirable additional education, work experience, and personal abilities**:

- Experience working in an academic, medical, and/or HIV research environment
- Exceptional organizational and administrative skills with in-depth knowledge of Microsoft Office
- Able to maintain confidentiality, tact, and professionalism at all times
- Able to exercise discretion, initiative, and decision-making
- Must be assertive, confident, and adaptable
- Self-motivated, able to work independently and work as part of a multidisciplinary team
- Own reliable transport would be an advantage

**TO APPLY**:

- Only if you do meet the minimum job requirements and experience as mentioned above, you may submit a detailed updated CV

  • Coid and Ops: Personal Assistant

    6 days ago

    Parktown, South Africa Rand Mutual Assurance Full time

    **THE JOB AT A GLANCE** As a Personal Assistant, you will be reporting to the Head: Quality Management & Head: Project Management. You will be responsible for administrative and secretarial tasks to optimize the time management and performance of the Head of Departments. You will be the first point of contact, dealing with correspondence and phone calls,...

  • Personal Assistant/marketing Co-ordinator

    6 days ago

    Parktown, South Africa HCV Full time

    Personal Assistant / Marketing Co-ordinator position available for insurance underwriting company in Parktown, Johannesburg. The company specialises in Heavy Commercial Vehicles Underwriting with a focus on the SME market. The company has been in operation for about 30 years and has a good track record in the industry. - **Minimum requirements**:_ - Diploma...

  • Executive Assistant

    7 days ago

    Parktown, South Africa Hollard Recruitment Full time

    **Job Advert Summary**: Helloan exciting new opportunity has just become available in our Hollard Life Solutions busines unit. We are looking to recruit an Executive Assistant. **Responsibilities and Outputs**: - Co-ordinate and facilitate the implementation, monitoring and review of strategic projects in the Life Solutions business. - Assist in the...

  • Team Assistant

    5 days ago

    Parktown, South Africa Rand Mutual Assurance Full time

    As a Team Assistant you will provide general administrative support to a department or group of professionals. Work is performed under general supervision and requires independence and discretion. Route or answer routine correspondence and maintain confidential department records and files. Assist in the formulation of the department budget, business...

  • Print Studio Assistant

    7 days ago

    Parktown, South Africa AJ Personnel Full time

    **Main purpose of the job**: - The Print Studio Assistant supports the production process, maintains quality standards, assists clients, and ensures that the Ukwenza operates effectively and efficiently **Location**: - **31 Princess of Wales Terrace, Parktown - Johannesburg** **Key performance areas**: - Assist clients with inquiries, and orders, and...

  • Print Studio Assistant

    6 days ago

    Parktown, South Africa AJ Personnel Full time

    Main purpose of the job: The Print Studio Assistant supports the production process, maintains quality standards, assists clients, and ensures that the Ukwenza operates effectively and efficiently Location: 31 Princess of Wales Terrace, Parktown - Johannesburg Key performance areas: Provide administrative assistance such as answering phones and...

  • Print Studio Assistant

    7 days ago

    Parktown, South Africa Adzuna ZA B C2 Full time

    Main purpose of the job:The Print Studio Assistant supports the production process, maintains quality standards, assists clients, and ensures that the Ukwenza operates effectively and efficientlyLocation:31 Princess of Wales Terrace, Parktown - JohannesburgKey performance areas:Provide administrative assistance such as answering phones and responding to...

  • Research Assistant

    7 days ago

    Parktown, South Africa AJ Personnel Full time

    **Main purpose of the job**: - Assisting in the design and implementation of research projects including data collection, capturing, and analysis **Location**: - **Parktown - Johannesburg** **Key performance areas**: - Oversee study recruitment process - Conduct an informed consent process and data collection from participants - Address or refer queries...

  • Junior Contact Centre Agent

    7 days ago

    Parktown, South Africa Rand Mutual Assurance Full time

    **THE JOB AT A GLANCE** **WHAT WILL YOU DO?** - Maintain desk SLA through adherence to schedules, defined processes and workplan - Follow-up on customer calls where necessary - Document all call information according to standard operating procedures - Complete call logs and issue reference numbers to customers - Manage and resolve customer complaints -...

  • Junior Contact Centre Agent

    7 days ago

    Parktown, South Africa Rand Mutual Assurance Full time

    **THE JOB AT A GLANCE** **WHAT WILL YOU DO?** - Maintain desk SLA through adherence to schedules, defined processes and workplan - Follow-up on customer calls where necessary - Document all call information according to standard operating procedures - Complete call logs and issue reference numbers to customers - Manage and resolve customer complaints -...

  • Junior Contact Centre Agent

    6 days ago

    Parktown, South Africa Rand Mutual Assurance Full time

    **THE JOB AT A GLANCE** **WHAT WILL YOU DO?** - Maintain desk SLA through adherence to schedules, defined processes and workplan - Follow-up on customer calls where necessary - Document all call information according to standard operating procedures - Complete call logs and issue reference numbers to customers - Manage and resolve customer complaints -...

  • Junior Contact Centre Agent

    6 days ago

    Parktown, South Africa Rand Mutual Assurance Full time

    **THE JOB AT A GLANCE** **WHAT WILL YOU DO?** - Maintain desk SLA through adherence to schedules, defined processes and workplan - Follow-up on customer calls where necessary - Document all call information according to standard operating procedures - Complete call logs and issue reference numbers to customers - Manage and resolve customer complaints -...

  • Customer Services Administrator X 2

    6 days ago

    Parktown, South Africa Rand Mutual Assurance Full time

    As the Customer Service Administrator, you will be reporting to the Customer Services Manager, the Customer Service Administrator will be responsible for providing administrative support to the Customer Services team while ensuring that all customer queries are dealt with in an efficient manner and providing a high level of service to promote RMA’s...

  • Medical Receptionist

    4 weeks ago

    Parktown, South Africa iMedrecruit Full time

    _**MEDICAL RECEPTIONIST, PARKTOWN, JOHANNESBURG**_ Our client, a Plastic and Reconstructive Surgeon based in Parktown, Johannesburg, is seeking to recruit a well presented and experienced medical receptionist. **Requirements**: - Greet and assist patients in a courteous and kind manner, whether in person or telephonically. - Schedule appointments and...

  • Finance Intern

    4 weeks ago

    Parktown, South Africa AJ Personnel Full time

    **Main purpose of the job**: - To assist the Grants programmer officer with the management of the finances and procurement activities of the SBIMB projects according to good management practice, project protocols, and the standard operating procedures for the WHC and the NIH - To assist with the Wits accounts for the SBIMB **Location**: - **Sydney Brenner...

  • Office Caretaker- Maintenance

    4 weeks ago

    Parktown, South Africa Luxury MORE Hotels Full time

    The Office Caretaker will assist in maintaining a clean, hygienic and functional office. - NB- Live in position (accommodation provided on the office property, for a single person)_ Office Duties: - Receive and arrange deliveries & collections - Storeroom supervision - Take care of the garden - Courier collections & postage - Supervision of recycling -...

  • Driver

    6 days ago

    Parktown, South Africa Rand Mutual Assurance Full time

    **THE JOB AT A GLANCE** **WHAT WILL YOU DO?** **Transport** Transport people goods and supplies on site, or to other sites, or to customers, working within established procedures to ensure on-time delivery of goods and supplies. **Operating Machine or Equipment** Operate basic equipment and machines and carry out routine tasks. Involves following...

  • Special Projects Actuary

    6 days ago

    Parktown, South Africa Rand Mutual Assurance Full time

    **THE JOB AT A GLANCE** As the Special Projects Actuary, you will be reporting into the Executive: Actuary, you will be responsible for the design, development and pricing of various special projects that are identified as crucial in order to meet strategic objectives of the group business. **WHAT WILL YOU DO?** - Develop and price strategic products -...

  • Medical Receptionist, Oncology

    7 days ago

    Parktown, South Africa Kontak Recruitment SA Full time

    Parktown, Johannebsurg - Healthcare **Medical Receptionist (JB3111)** Parktown, Johannesburg R11 000 - R15 000 per month Duration: Contract, for duration of Articles **Requirements**: Previous experience as a Medical Receptionist or in a similar role is preferred. Ability to multitask and prioritize tasks in a fast-paced environment. Proficiency in using...

  • Contracts Intern

    4 weeks ago

    Parktown, South Africa AJ Personnel Full time

    **Main purpose of the job**: - This position will suit a dynamic and self-motivated individual with excellent organizational skills, good writing skills, and good interpersonal communication skills - The main role is to be a liaison between WHC (legal and HR) and the SBIMB Projects Office **Location**: - **Sydney Brenner Institute for Molecular Bioscience...