Receptionist / Personal Assistant

Personal Assistant work closely with the senior members helping them to manage their workload, organize the day and free up their time by providing administrative support, usually on one-on-one basis. Personal assistant is responsible for providing secretarial and administrative support in order to ensure that office functions and services are provided in an effective and efficient manner. This includes organizing and coordinating office operations maintaining office maintenance, services, supplies and efficiency, supervising the and maintaining office records.

Scope

Responsible for handling Personal Assistant duties, including managing the CEO and COO’s diaries. Working closely to the Office Administrator and making sure that Reception is covered all the time. The Personal Assistant reports to the CEO (or to the HR Administrator in the CEO’s absence.)

Job Specification

Key Roles and Responsibilities

Work hours: 8am – 5pm
Greet, assist and/or direct clients, visitors and the general public, maintaining a courteous and professional demeanor at all times
Monitors visitor access and stamp visitor passes when required
Answer all incoming calls in a professional manner, and direct calls and messages to the appropriate staff members; respond to public inquiries

Ensure reception area is tidy, and the office areas are neat and clean, and arrange for clean- up and paper-recycling when necessary
Request quotes when needed and ensure payment is done on time - Liaise with accounts department (always obtain authorization for the CEO for purchases)
Assist in the planning and preparation of meetings, conference calls and events
Assisting CEO with tasks and arrangements as required (The CEO’s needs are to always be considered priority)
Organizing and maintaining diaries and appointments for the CEO and COO
Arrange travel for staff business trips - flights, accommodation and car rental
Maintain and monitor all Petty cash purchases
Taking meeting minutes when required
Managing cleaning services and making sure that the office site is clean and tidy all the time
Carrying out specific projects and research
Assist various departments, staff and management as required
Perform other related duties as required
Provide cover for the Office Administrator/Receptionist when necessary:

Pick up and deliver mail from the PostNet mail box @ Howard Centre and cash money for petty cash (requires your own transport)
Organize catering for functions/meetings when required
Coordinate activities for staff including teambuilding and creative lessons
Liaise with various service providers to maintain and amend orders
Maintain and update office lists when necessary (Telephone list, Contacts etc)
Coordinate activities for staff including teambuilding and creative lessons
Coordinate the repair and maintenance of the office and office equipment
Maintain an adequate inventory of office supplies, groceries, refreshments and stationery; and monitor use of supplies and equipment, and place orders when necessary. (This includes: frequently checking stock, anticipating needed supplies; and verifying receipt of supplies)
Personal Attributes / Character Traits required for this Job

Discretion and loyalty – Being able to deal with highly confidential information
Team Player – must be able to work as part of a team
Flexible/adaptable/approachable and willing to learn, given the dynamic nature of the position
An organized self-starter with excellent time management abilities
Professional, Ethical and Honest
Customer Care - Ensure that all interactions with the client are professional and positive
Reliable – Arrive at work on time, complete projects on time and get to know your boss’s needs well enough so as to be able to anticipate his requirements
Interpersonal Relationship skills - must be well mannered, calm and courteous at all times even in unpleasant circumstances
Education and Working Experience

Fluent written and verbal skills in English necessary

Matric with 1 – 2 years experience in a similar role
Experience working on Microsoft Word, Excel and Outlook

Job ID : , #580, 105 views,

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