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Personal Assistant

Job Ref
279397
Job Type
Permanent
Employer Type
Recruitment Agency
Date Added 25 May 2018
Expiry Date 9 Jul 2018
* There have been 11 applications to this job.
* This job has been viewed 3755 times.
Employer:
TriTec Talent

Location:
South Africa

Salary:
Negotiable

Benefits:


Role details:
Main Purpose of Role The objective of this appointment is to facilitate the efficient and professional working of theoffice of the CEO and CIO through confidential secretarial, personal assistant and officeadministrative support. The individual will be expected to have the ability to familiarizethemselves with the company, its key stakeholders and employees and understand the expectations anddemands of the position and the day to day workings of the office. The individual must have theability to work independently, under pressure and handle a wide variety of activities andconfidential matters with discretion. Required Minimum Education / Training •Grade 12 •Proficient in MS Office •Secretarial or Administrative Certificate/Diploma Required Minimum Work Experience •8 – 10 years’ experience as secretary/PA to an Executive with at least fiveyears’ experience supporting at group executive level •Own vehicle (essential) •Driver’s license (essential) Technical and Behavioural Competencies Required TechnicalBehavioural •MS Office suite •Minute taking •Proficient in Word •Proficient with PowerPoint and presentations •Proficient with Excel with the ability to create graphs •Ability to collate board and executive reports from numerous sources •Ability to plan and organize self and others •Ability to engage with internal and external clients professionally and timeously •Ability to manage tasks with both confidentiality and integrity •Ability to handle conflict •Analytically astute •Ability to manage diverse personalities •Ability to communicate effectively and efficiently (both written and verbal) •Strong work ethic •Ability to Problem Solving independently •Proactive and creative thinker •Project Management skills •Dependable •High Resilience and Stress Tolerance •Ability to manage multiple tasks
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Role Description
Main Purpose of Role The objective of this appointment is to facilitate the efficient and professional working of theoffice of the CEO and CIO through confidential secretarial, personal assistant and officeadministrative support. The individual will be expected to have the ability to familiarizethemselves with the company, its key stakeholders and employees and understand the expectations anddemands of the position and the day to day workings of the office. The individual must have theability to work independently, under pressure and handle a wide variety of activities andconfidential matters with discretion. Required Minimum Education / Training •Grade 12 •Proficient in MS Office •Secretarial or Administrative Certificate/Diploma Required Minimum Work Experience •8 – 10 years’ experience as secretary/PA to an Executive with at least fiveyears’ experience supporting at group executive level •Own vehicle (essential) •Driver’s license (essential) Technical and Behavioural Competencies Required TechnicalBehavioural •MS Office suite •Minute taking •Proficient in Word •Proficient with PowerPoint and presentations •Proficient with Excel with the ability to create graphs •Ability to collate board and executive reports from numerous sources •Ability to plan and organize self and others •Ability to engage with internal and external clients professionally and timeously •Ability to manage tasks with both confidentiality and integrity •Ability to handle conflict •Analytically astute •Ability to manage diverse personalities •Ability to communicate effectively and efficiently (both written and verbal) •Strong work ethic •Ability to Problem Solving independently •Proactive and creative thinker •Project Management skills •Dependable •High Resilience and Stress Tolerance •Ability to manage multiple tasks

Skills and Experience
Key Performance Areas Effective office management •Manage and schedule relevant meetings in diaries with stakeholders (internal and external) aswell as rescheduling and cancelling where necessary •Ensure sufficient travel time between meetings and foresee where conflict of time may occurand manage accordingly •Screen meeting requests and calls by assessing the importance and urgency and redirectingwhere necessary •Sort and distribute incoming mail •Conduct weekly diary meetings with CEO and CIO to keep them informed of upcoming engagements•Manage the time of the CEO and CIO by interrupting meetings where necessary to ensure nextcommitment is met •Ensure appropriate refreshments are readily available as and when required •Manage the catering for meetings as and when required •Compile a list of suitable external providers who meet the requirements to supply thenecessary catering as and when required •General personal errands on behalf of CEO and CIO as and when required Travel Management •Complete domestic and international travel arrangements and bookings timeously •Ensure flight specifications, accommodation, dietary requirements and vehicle bookings matchthe requests of CEO and CIO •Complete VISA applications and oversee the progress on the process •Arrange passports, foreign currency / travellers cheques •Prepare itineraries and provide copies to Executives timeously •Follow-up and check-in to ensure travel arrangements are running smoothly •Have alternative back up’s and resources to plan for unforeseen interruptions or delays•Proactively manage the various internal and external stakeholders •Compile travel profiles for all Executives for both local and international travelled Co-ordinate Meetings / Functions •Compile a list of venues for external meetings which meet the requirements of the variousstakeholders •Set up and coordinate meetings, events, functions and conferences (both internal andexternal) •Complete venue bookings and ensure required conference equipment is available and cateringrequirements are met •Receive and welcome external stakeholders in a professional manner •Prepare documentation for meetings and compile and distribute agenda points •Take minutes and distribute timeously as and when required   Administrative support •Compile and edit Word, Excel and PowerPoint used in Executive presentations •File and store electronic and hard copy documentation •Compile consolidate and edit important and high confidential documentation •Track action items and update documents prior to meets as and when required •Manage internal procurement system for CEO and CIO •Maintain records of decisions and ensure action items are clearly recorded •Complete and submit finance administration including travel and expense claims andreconciling of invoices •Update and maintain database of key contacts •Collate and distribute documentation, reports, minutes and any relevant materials whenrequired •Arrange payments when required using the company credit card or through the Financedepartment •Assist with ad hoc requests from CEO and CIO on a daily basis •Maintain office equipment and furniture



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