Personal Assistant

2 months ago

Paarl, South Africa Jobted ZA C2 Full time

Our client is looking for an experienced Personal Assistant to support the CEO of a leading environmental solutions and resource management company. The ideal candidate will be highly organized, proactive, and able to manage a fast-paced work environment. This role requires exceptional communication and organizational skills to handle complex schedules, coordinate high-level meetings, and support the CEO in driving the company's mission to promote sustainable resource management and environmental responsibility.

Responsibilities:

- Serve as a Personal Assistant to the CEO and carry out duties effectively and in the best interests of the Company.
- Diary management.
- Coordination of travel arrangements both local and international as well as for all international travellers who visit SA.
- Typing, filing and administration.
- Coordination of events for Veolia Services Southern Africa.
- Make all business trip arrangements for CEO/Directors/HR, i.e. appointments, hotels, flights, etc. on a computerised online system, drawing up the Itinerary.
- Make all business trip arrangements for visiting dignitaries travelling to SA.
- In the CEO's absence from the office, ensure calls are transferred to and handled by other responsible members of staff.
- Screen all CEOs telephone calls, and make calls for him.
- Make appointments with customers/potential customers within South Africa with whom the CEO wishes to meet.
- Arrange all internal meetings as required by the CEO and take minutes where necessary.
- Coordinate presentations, minutes and agendas for all Senior/Executive Management meetings.
- Liaise with members of staff and external parties wishing to set up appointments with CEO.
- Arrange itineraries for CEOs overseas visitors and organise, when required, lunches in the Boardroom or at outside venues.
- Type correspondence, monthly schedules and graphs, monthly GM reports and any other information/documentation required by CEO.
- Take accurate minutes of meetings and distribute.
- Maintain a filing system for the CEO.
- Manage leave of Management Team.
- Create travel profiles on KDS platform.
- Management of CEOs calendar if required.
- Lead and assist with the Social Committee duties.
- Coordination of special events and communication as & when required.
- Assist and set up Team Building events.
- Assist with arranging the annual Senior Managers Conference.
- Generate Purchase Requisitions and Purchase Orders on LATIS software package.
- Serve on the H&S Committee if applicable based on location.
- Financial recons of travel / expenses etc.
- Place monthly tea and coffee order for relevant offices.
- Perform any other duties required by the CEO.

Key Skills:

- Excellent organizational and time-management abilities, with a strong focus on detail and accuracy.
- Strong verbal and written communication skills, able to interact professionally with various stakeholders.
- Proactive and resourceful, with the ability to anticipate the CEOs needs and act independently.
- High level of discretion and integrity, capable of handling confidential information.
- Strong problem-solving skills and the ability to work under pressure.

Qualifications:

- Grade 12, plus Post Matric Secretarial Certificate or Senior Secretarial Certificate or assessed equivalent competence.
- 5-8 years' experience as a Senior/Executive Secretary in a similar environment.
- Computer Literate in the relevant Software (Google Suit, Relevant ERP, Docusign etc.).
- Working knowledge of statutory requirements as far as the company registration etc.
- General business experience in the marketing/finance/procurement fields are advantageous.
- Previous exposure working in a global multinational is a distinct advantage.

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