Personal Assistant and Committee Coordinator

Provide full administrative and secretarial support at a senior level to the General Secretary (CEO) to ensure the smooth management of her day-to-day affairs, and the most effective use of her time. Manage sensitive and complex issues in a professional and objective manner. Take initiative as appropriate, especially in the General Secretary's (CEO) absence. Full minute-taking of all committee meetings within the Council including Board Meetings. Arranging of meetings and preparation of meeting packs. Arranging of flights and accommodation, as required.

Behavioural Competency

Executive Secretarial/Personal Assistant experience – non-negotiable

Experience and/or diploma in Minute taking

Excellent command of the English language

A stable track record

Able to communicate effectively, both verbally and in writing

Able to work independently

High levels of motivation and enthusiasm

Dependable and punctual

Well-groomed and presentable always

Duties include the following, but not limited to:

Schedule internal and external appointments for the General Secretary (CEO) as and when requested

Ensure all appointments are captured on the electronic calendar

Ensure boardrooms are booked out timeously and reflected on the electronic system

Management of Internal and External meetings (rescheduling when necessary and providing relevant materials prior to the meeting, meeting packs)

Constant on-time reminders for meetings to staff and stakeholders.

Coordinate Client, Stakeholder meetings were necessary

Ensuring the registration of all Designated Agents with the Labour Department

Prepare Council meeting packs as scheduled in the annual calendar and ensure Stakeholders receive meeting packs two weeks prior to meetings

Send out reminders to staff to submit their information for meeting packs 5 days before the due date for sending out

Draft letters and other documents as requested by the General Secretary (CEO)

Handle courier and shipments of confidential documents from the General Secretary (CEO)

Engage travel agents to ensure the best and most affordable means of travel is utilised

Arrange all air tickets, accommodation, and car hire bookings prior to travel for the CEO / General Secretary and all meeting delegates

Order stationery for the CEO / General Secretary

Order and provide refreshments for meetings, as requested

Purchasing ad hoc items as and when necessary

Always ensure sufficient office supplies

Ensuring boardroom is booked for meetings, as required.

Organise catering for company meetings and events, as required.

Meet and greet all visitors of seniority and those with appointments with the General Secretary (CEO)

Ensure General Secretary's (CEO's) office systems ae maintained and functional

Ensure all filing of the General Secretary (CEO) is accurate and up to date

Constantly and consistently update all employee and management files

Ensure safe storage of all Bargaining Council confidential documents as handed by the General Secretary (CEO)

Full minute taking function and compilation of minutes for all committee meetings including Board meeting

Timeous completion and distribution of minutes to relevant parties (within 5 days of the meeting being held)

Preparation and distribution of all meeting packs, both manually and electronically

Developing the annual calendar for Council meetings and internal operational meetings.

Arranging of flights and accommodation, as required.

Arrange all travel and accommodation for Council colleagues

Perform a back-up function for logistical co-ordination and arrangements for travel for the General Secretary (CEO)

Requirements:

Education: Grade 12 / Matric

Experience: 5 years of related experience. Experience in an office environment and / or an administration diploma will be advantageous

Experience and/or diploma in Minute taking

Own transport and the availability to attend meetings in Johannesburg and occasionally in Pretoria, as scheduled

Must pay attention to detail

Excellent typing skills with speed and accuracy

Excellent minute taking skills

Ability to enter data accurately and check and correct errors

Ability to prioritize tasks according to importance in a fast-paced environment

Multi-tasking capability without compromising on quality

Must be proficient in handling office equipment including laptops, printers, photocopy machines, fax machines etc.

Knowledge of Microsoft Office Applications, specifically MS Word, Excel, and PowerPoint.

Willingness to work after hours as may be required by the operation of the business.

Salary: R20 000 CTC

If you don't hear from us within 3 weeks of your application, please consider your application unsuccessful.