Personal Assistant

2 weeks ago

Paarl, South Africa Recruitment Matters 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 CEO’s tele 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 CEO’s 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 CEO’s 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 CEO’s 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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