Personal Assistant

4 months ago

Johannesburg, South Africa Dymaxa Recruitment Full time

REGION: ROODEPOORT

POSITION SUMMARY: 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 utilized
  • 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.

 

 

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