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South Africa

Personal Assistant

Company Transaction Capital Recoveries
Reference # PA001
Published 26/11/2018
Contract Type Permanent
Location Hyde Park, Gauteng, South Africa
Introduction
The objective of this appointment is to facilitate the efficient and professional working of the office of the Executives.
Job Functions Administration
Industries Financial Services
Specification
Efficient management of diaries and correspondence
•Book meetings ensuring that there is no conflict of time in diaries
•Screen meeting requests and calls by assessing the importance and urgency
•Sort and distribute incoming mail
•Manage and schedule relevant meetings in diaries with stakeholders (internal and external) as well as rescheduling and cancelling where necessary
•Conduct weekly diary meetings with Executive to keep them informed of upcoming engagements

Arrangement of Travel
•Complete domestic and international travel arrangements and bookings timeously
•Ensure flight specifications, accommodation, dietary requirements and vehicle bookings match the requests of Executive
•Prepare itineraries and provide copies to Executives timeously

Co-ordinate Meetings / Functions
•Set up and coordinate meetings, events, functions and conferences (both internal and external)
•Complete venue bookings and ensure required equipment is available and catering requirements are met
•Receive and welcome external stakeholders in a professional manner
•Prepare documentation for meetings timeously, and compile and distribute agenda points
•Compile and edit PowerPoint presentations and materials used in Executive presentations

Administrative support
•File and store electronic and hard copy documentation
•Manage internal procurement system for Executive
•Maintain records of decisions and ensure action items are clearly recorded
•Complete and submit finance administration including travel and expense claims and reconciling of invoices
•Update and maintain database of key contacts
•Collate and distribute documentation, reports, minutes and any relevant materials when required
•Arrange payments when required using the company credit card or through the Finance department
•Assist with ad hoc requests on a daily basis
Requirements
Required Minimum Education / Training
•Grade 12
•Proficient in MS Office
•Secretarial or Administrative Certificate/Diploma

Required Minimum Work Experience
•4 – 6 years experience as secretary/PA to an Executive
•Own vehicle (essential)
•Drivers license (essential)

Technical
•MS Office packages
•Travel system
•Calendar management
•Call screening

Behavioural
•Customer Focused
•Planning and Organising skills
•Minute taking
•Confidentiality and Integrity
•Conflict handling skills
•Analytical
•Interpersonal skills
•Communication skills (both written and verbal)
•Disciplined
•Problem solving
•Proactive and creative thinker
•Project Management skills
•Dependable
•Stress Tolerance
•Multitasking skills





Job Closing Date 12/12/2018
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