Personal Assistant

purpose
To provide a comprehensive and effective secretarial support role to the relevant managers and teams
experience and qualifications
Matric and/or a secretarial diploma or relevant experience
2 - 5+ years’ office administration experience, depending on the level of the position Competencies
Analysis and Attention to Detail
Drive for Results
Building Relationships
Verbal and Written Communication
Organisational Awareness
Planning and Organising
Problem Solving
Excellence Orientation
Customer Service Orientation

Resilience and Stress Management
Teamwork
Assertiveness
additional requirements
There are no additional requirements associated with this vacancy.
responsibilities
Build and maintain professional working relationships with all stakeholders, displaying excellent abilities to initiate dialogue, listen, advise, influence and negotiate to achieve win-win outcomes
Initiate meetings with key stakeholders to track progress, manage expectations and ensure stakeholders’ requirements are delivered
Preserves relationships despite airing conflicting views and seeks mutual gains when addressing conflicts
Anticipates consequences and adapts problem solving based on continual feedback
Act speedily to resolve problems, queries and complaints
Adapt communication styles to meet the needs of different audiences
Schedule appointments for immediate managers and teams, ensure there are no diary clashes and that everyone knows where they need to be and when
Co-ordinate all local and international travel arrangements for staff
Co-ordinate refreshments, lunches, etc for manager(s), teams, clients, workshops and events
Plan ahead to schedule recurring events
Screen and respond to both calls and emails, escalating to management where necessary
Maintain confidentiality
Demonstrate assertiveness when necessary when prioritising demands, recognising when situations require flexibility and sensitive handling
Provide comprehensive secretarial services to manager(s) and team, including minute-taking, typing, graphic presentations and filing
Draw up agendas and ensure they are effectively distributed
Prepare and distribute board packs and other relevant documentation
Ensure all communications are clear, concise, complete, free of errors and delivered on-time
As per updated distribution list, ensure relevant people receive management information within agreed deadlines
Ensure files are kept in order and easily accessible
Take responsibility for the general maintenance and cleanliness of the floor and ensuring housekeeping standards are maintained:
Ensure coffee and other machines are working and that globes are replaced
Ensure toilets are working properly and that toilet stalls are properly cleaned and replenished
Via correct reporting line, ensure housekeeping issues are efficiently resolved
Co-ordinate the biannual fire drill
As required, sit on OHS Committee and escalate / resolve issues as required
Support and assist business as required, for example
Assisting finance department with the processing of invoices and credit card expense claims
Assisting with verification and authorisation of invoices
Co-ordinating ordering of stationery, coffee, water, paper for the photocopies, newspaper subscriptions, etc
Routing / escalating / resolving queries as required
Assist Human Capital with the loading of mobile and data requirements for new employees
Update the database with all relevant client information
Schedule client meetings through the CRM system
As required, take responsibility for any request / project requested by management and/or the team
Self management:
Demonstrates pride in the organisation’s brand, services and products by consistently delivering on the brands promise
Plan and manage own workflow, anticipating obstacles, juggling priorities and following through on objectives within agreed time-frames and according to quality standards
Stay relevant and up-to-date with legislations and new development
Maintain a positive attitude and respond openly to feedback
Handle stress in ways that do not negatively impact others
Take ownership of personal career development, leveraging formal and informal opportunities
Act in an ethical, transparent and morally defensible manner, including highlighting unethical practices
Teamwork:
Continually share, debate and communicate learning’s
Flag and debate issues constructively
Contribute to a friendly, co-operative climate in working with others to achieve collective goals
Be sensitive to others feelings, needs, values, views and attitudes and be courteous and diplomatic when dealing with difficulties and problems others may be experiencing (EQ)

Job ID : , #576, 76 views,

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