Personal Assistant/receptionist

2 days ago

Durban, South Africa The HR Company Full time

**Purpose of the job**
- To provide high level confidential support to the General Manager and Management Team by providing a full secretarial and administrative service
- To provide an efficient and effective reception service
- To perform routine office administration / clerical functions

**Key Duties**

**Personal Assistant**
- Work in close co-operation with the General Manager and management team
- Ensure all calls for the management team are correctly screened before being connected
- Coordinate and manage calendars of the management team
- Prepare agendas, minute taking and produces action lists during management meetings
- Assists management with preparation for meeting packs and presentations
- Drafting of routine letters on behalf of management to a high standard
- Arrange various visits and travel arrangements as required by the management team
- Arrangement of meetings in terms of preparation, timing and venue
- Assists with arrangements of staff briefings, strategy days and other business focussed events
- Assist managers with ad hoc administrative duties
- Log support tickets for IT and similar on behalf of Management

**Reception Duties**
- Interact with visitors and callers from all levels in a tactful and professional manner
- Ensure visitors security passes are issued as required
- Handle and screen all incoming calls via the switchboard and ensure enquiries are directed correctly in the most professional manner
- Liaise with office service providers to ensure service standards are met e.g. courier services, stationary suppliers etc.
- Ensure all office phone directories are kept up-to-date
- Ensure the company telephone switchboard system is functioning correctly

**Administration / Clerical Duties**
- Organize, optimize and maintain the companys filing system to ensure up-to-date, accurate availability of information
- Ensure all office stationery stock level is optimum
- Complete general office administration tasks as required
- Attend to official company business travel expense queries

**Skills knowledge and experience required**:

- Diploma/Degree in Personal Assistant/Office Administration related studies
- 5 years relevant PA experience
- Professional and efficient approach and well presented
- Able to effectively manage time
- Able to generate reports accurately, excellent written and spoken communication skills; able to listen attentively and capture key points
- Proactive and strategically minded
- Maintains high level of confidentiality at all times
- High level of availability
- Ability to operate effectively under pressure and uncertainty
- High degree of computer literacy (e.g., Microsoft Word, Excel and PowerPoint and Outlook)

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