Personal Assistant

5 months ago

Cape Town, South Africa Tych Business Solutions Full time

**Personal Assistant**

**Job purpose and summary**

The Personal Assistant is responsible for providing Management with full administrative support, and attending to specific allocated tasks in both a professional and personal capacity.

**Duties and responsibilities**
- Diary and time management for stakeholders
- Maintaining documentation
- Screen and respond to all incoming telephone calls and take action as appropriate
- Procurement of ad hoc items as required
- Provide full secretarial and administrative support service to Management
- Management of RCI bookings and travel arrangements
- Draft routine correspondence for approval and signature
- Ensure all required approvals are processed and returned to relevant stakeholders
- Receive visitors attending meetings with Management at the office
- Maintain the office filing system
- Maintain and update employee leave roster
- Travel arrangements as required, professional and personal to Management
- Attend to any catering/beverage requirements for meetings and functions
- Event coordination as a member of Fun Club and in personal capacity to Management as required
- Arrange internal and external meetings as and when required
- Undertake projects and research
- Ensure that all tasks are captured and updated regularly on Google sheets and relevant platforms such as JIRA, Trello etc.
- Act as the communication medium in the office to relevant internal and external stakeholders
- Assist in managing all legal requirements, including documentation and relevant correspondence
- Compile Directors' meeting reports
- Compile minutes when required
- Ad hoc driving and tasks
- Implement, participate in and contribute to the adoption of Agile methodologies (scrum).
- Make sure communication between the development team and stakeholders are transparent.
- Scheduling of tasks to team members.
- Schedule and make sure all discovery and discussion meetings take place with a clear goal set for the meeting.
- Plan and conduct scrum ceremonies.
- Remove roadblocks for the development team by assisting in resource management.
- Assist QA with testing where needed.
- Assist with market research when needed.
- Taking minutes in meetings and making sure relevant tasks are being logged on JIRA with all the relevant descriptions and detail required.
- Assist Product Owner’s with ad hoc tasks.
- Assist with answering reception phone when needed
- Assist with booking of travel arrangements for staff when necessary (flights, accommodation, rental car etc)
- Assist with fleet management of company vehicles (annual license renewals, services etc.)
- Assist with ordering of office groceries when necessary.
- Assist with booking of services for office equipment when necessary.

**Minimum requirements**
- Grade 12 or equivalent certificate essential
- Minimum 5 years’ experience as a Personal Assistant/Secretary
- Proficient skills in Microsoft Word, Excel and Google Sheets

**Skills required**
- Good telephone manner
- Tact and discretion
- Strong attention to detail
- Excellent time management
- Strong interpersonal and communication skills (verbal and written)

**Education**:

- High School (matric) (required)

**Experience**:

- Personal Assistant/Secretary: 5 years (required)

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