Entry Level Executive Personal Assistant

2 weeks ago


Roodepoort, South Africa Royal Kings School Full time

**ENTRY LEVEL PERSONAL ASSISTANT TO THE DIRECTOR**

**JOB DESCRIPTION SUMMARY**

Provide full administrative and secretarial support at a Senior Level to the Director to ensure smooth management of his day to day affairs, and most effective use of his time. Handle sensitive and complex issues in a professional and objective manner. Take initiative as appropriate especially in the Director’s absence.

**MAIN RESPONSIBILITIES**
- Manage the Director’s electronic diary, assessing priority of appointments and reallocation as necessary;
- Process the Director’s correspondence, ensuring that incoming correspondence is dealt with by the Director or on behalf of the Director or other staff as appropriate;
- Screen calls, enquiries and requests, and deal with them timeously and professionally;
- Maintain the Director’s office systems (including data management and filing);
- Maintain records of the Director’s contacts;
- Assist the Director in researching and following up with action on matters which fall within the Director’s responsibility - chasing responses, triggering follow-up action;
- Produce documents, briefing papers, reports and presentations for the Director;
- Organise meetings and ensure that the Director is well prepared for the meetings;
- Prepare agendas, pre-meeting briefings and meeting documents;
- Manage arrangements for the Board and Sub-Committee meetings, including production and/or distribution of agenda documents;
- Assist and support the Director, the Development Manager and the Communications Manager in arranging a Funding Partner and other Events;
- Meet and greet visitors at all level of seniority;
- Manage the Director’s travel arrangements (including visas and accommodation);
- Any other duties as may reasonably be required by the Director.

**EXTERNAL RELATIONSHIPS**
- Director’s Contacts;
- The Board;
- Board Funding Partners;
- School Personnel;
- Campus and Departmental Staff;
- Conference, Catering and Accommodation Contacts.

**PERSON SPECIFICATION**
- Educated to a Degree level or equivalent;
- Experienced Personal Assistant at Executive Level;
- Experience of Electronic Diary Management;
- Experience working in a Higher Education Environment;
- Exceptional Interpersonal and Communication Skills, to enable professionalism with a wide range of contacts, both internal and external to the school;
- Exceptional Organisational and Administrative Skills, able to organise and plan own work;
- Detail oriented with the ability to maintain a high level of accuracy;
- Ability to work on own initiative;
- Ability to deal with sensitive information with discretion and maintain confidentiality;
- A flexible, pro-active approach to work including the ability to prioritise and re-prioritise;
- Excellent IT Skills, including a working knowledge of presentation software packages, preferably Microsoft Office Word, Excel and PowerPoint;
- Flexible Working Hours and Must Be Willing to Travel;
- Must own a Driver’s License and be able to drive (preferably have own car);
- Age 25 - 35 Years of Age.

**Salary**: From R13,000.00 per month

Application Deadline: 2023/03/30
Expected Start Date: 2023/04/03


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