Personal Assistant to Directors

3 weeks ago

Cape Town, South Africa Inhouse Design Studio Full time

**PLEASE READ THE DESCRIPTION BEFORE APPLYING**:
**MUST BE IMMEDIATELY AVAILABLE.**

As a Personal Assistant (PA) to our 3 Directors, you will play a crucial role in supporting the daily operations and activities of the directors within the organization. This role requires a high level of organizational skills, discretion, and professionalism to effectively manage administrative tasks and provide comprehensive support to the directors.

**Responsibilities**:

- **Calendar Management**: Coordinate and manage the directors' schedules, including scheduling meetings, appointments, and travel arrangements.
- **Meeting Coordination**: Arrange and prepare materials for meetings, take minutes, and follow up on action items as directed by the directors. Ensure meeting rooms are set up appropriately and all necessary resources are available.
- **Travel Arrangements**: Organize travel itineraries, accommodations, visas, and other logistics for business trips and conferences. Ensure travel plans align with the directors' preferences and business requirements.
- **Document Management**: Maintain and organize electronic and physical filing systems, ensuring documents are properly labeled, stored, and easily accessible. Handle sensitive and confidential information with discretion.
- **Task Prioritization**: Prioritize tasks and manage competing deadlines effectively, ensuring the directors are informed of urgent matters and deadlines.
- **Administrative Support**: Provide general administrative support, such as drafting correspondence, preparing reports, data entry, expense tracking, and other ad-hoc tasks as required.
- **Relationship Management**: Build and maintain positive relationships with key stakeholders, including clients, partners, and colleagues, to facilitate effective communication and collaboration.
- **Event Coordination**: Assist in the planning and coordination of company events, including team meetings, workshops, and social gatherings.
- **Research and Analysis**: Conduct research on various topics as requested by the directors, compile findings into reports, and present information in a clear and concise manner.
- **Problem Solving**: Proactively identify challenges or inefficiencies in administrative processes and propose solutions to improve workflow and productivity.
- **Professional Representation**: Represent the directors and the organization professionally in all interactions, demonstrating a high level of professionalism, integrity, and discretion.

**Qualifications**:

- Proven experience as a personal assistant, or similar role, preferably supporting senior executives or directors.
- Excellent organizational and time management skills, with the ability to multitask and prioritize tasks effectively.
- Strong communication skills, both verbal and written, with a keen attention to detail.
- Discretion and confidentiality in handling sensitive information.
- Ability to work independently with mínimal supervision and as part of a team.
- Flexibility to adapt to changing priorities and work under pressure.

Must be immediately available

Please submit your CV, with current salary earnings by attaching latest payslip. Please also confirm your salary expectations.

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