Personal Assistant

2 weeks ago

Johannesburg, South Africa Affirmative Portfolios Full time

**PA (Personal Assistants)**
**JHB East**
***:
**Personal Assistant**

**Johannesburg East**

**Market Related Salary Package**

**Overview**:
The main purpose of the position is to provide support to the Standard Setting team, comprising the

Director Standards, Senior Professional Manager and Professional Managers in the department.

**Key Responsibilities**:
To support the Director and Standards team to achieve the strategic and performance goals of

the company.
- Manage the diary of Director and Committees by setting up appointments and meetings.
- To act as a first point of contact for the Director and Senior Professional Manager: dealing with correspondence and phone calls.
- To provide administrative assistance to Director and Standards team.
- To arrange all aspects of meetings: invitations, invitation responses, venue bookings, catering, refreshments, parking, audio visual support and print agenda papers.
- To make domestic and international travel and accommodation arrangements for Director,
- Standards Team and committee members.- Liaise with other departments such as Accounts Department, HR, IT etc. to ensure smooth
- running of other department.- To prepare attendance registers, committee member claim forms and minute books.
- To maintain professional stakeholder relationships.
- Draft minutes of meetings and memos.
- To manage all aspects of the planning and logistics for training, workshops and roundtables, both local and around South Africa.
- To assist Director and Standards team for planning and preparation for their international board commitments.
- Monitor the receipt of claim forms, observer forms, signed Codes of Conduct from committee members and Declarations of Interest forms from committee members. To follow up on outstanding documents timeously.
- To monitor that the team have backed up all their work on the O drive.
- Upload all meeting documents to OneDrive.
- Assist the Director and Standards team with preparation for future meetings e.g., reminders,
- arrangements and documents.- To remind the Director and Senior Executive Manager about important tasks and deadlines.
- To prepare slide presentations, reports and other correspondence as necessary.
- To assist the Standards team with formatting of documents.
- Manage the POPI compliance of the Department
- To undertake any other compliance and administrative function linked to the proper functioning of the Department
- To represent the Department on internal committees and structures
- Arrange company wide staff meetings on behalf of the Department.

**Qualifications & Experience**:

- Office management or administrative skills degree/diploma
- Executive secretarial training and experience
- Diary management
- Drivers licence and own transport is essential

**Must be proficient in MS Office**:

- PowerPoint, Word, Excel and Outlook
- Internet research
- Typing
- Electronic filing
- Knowledge and experience of procurement processes
- Minute taking
- Microsoft Teams and OneDrive

**SKILLS & PERSONAL ATTRIBUTES**
- A team player, with a positive attitude and strong work ethic
- Excellent verbal and written communication in English
- Excellent interpersonal skills
- Ability to work under pressure, independently and as part of a team
- Telephone Etiquette

**Events organising-**
- Bookings - venues, caterers, travel (domestic and international travel) etc.

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