Job Position: Personal Assistant
Location: Secunda
Closing Date: 21 December 2023
Job ID: 3128
Purpose of Job
As the manager’s initial point of contact with people both inside and outside the organization, you will provide day-to-day operational personal assistance and secretarial/administration services. Coordinate the unit’s business tasks, such as personnel administration and office coordination, and keep costs within budget. Maintain effective e-mail and diary management, as well as administration management. Accountable for the efficient use and deployment of time and resources.
Key Accountabilities
- Plan meetings, coordinate them, and manage day-to-day activities.
- Manage your diary/calendar effectively.
- Ensure the availability of important stakeholders and the timely coordination of critical meetings.
- Anticipates and responds to diary clashes and conflicts in a proactive manner.
- Book meeting rooms and arrange for visitor access and parking.
- Plan catering and refreshments for scheduled meetings.
- Visitors and phone calls are received, messages are taken, appointments for management staff are scheduled, and callers are given information.
- Perform a wide range of secretarial tasks, such as writing and typing routine letters/agendas, memoranda, reports, and meeting minutes.
- Through in-person and phone interactions, project a professional company image.
- Prioritize and negotiate organizational requirements for meetings, durations, and deadlines.
- Attend meetings, record minutes, and take meeting notes.
- Work autonomously to organize and plan projects while completing deliverables on time.
- Check prepared documents for grammar, format, and completeness.
- Assists and manages time while maintaining a high level of service.
- Workload must be planned and organized in order to resolve difficulties swiftly and professionally, while managing a shifting set of priorities.
- Maintain office records, reports, and correspondence.
- Utilize, reconcile, and alter data from various internal/external sources for management reports.
- To extrapolate crucial facts, use your knowledge of the information.
- Maintains a hard copy and electronic filing system, and stores and files papers for simple future access.
- Maintains technological awareness and mastery of new technology.
- Documents are photocopied and printed as needed.
- Identify and schedule acceptable local and foreign venue, transport, and housing arrangements.
- Manage the logistics of all venue, travel, and lodging requirements.If necessary, make arrangements for passports, international visas, international drivers’ licenses, automobile rental, international roaming services, and foreign currency allowances.
- Monitor budgets and expenses, generate reports, and analyze trends.
- Timely control, ordering, and maintenance of stationery, office supplies, and equipment.
- Offer suggestions/improvement opportunities in administrative functions.
- Obtaining and supervising the proper use of office equipment, facilities, and materials.
- Follow all safety guidelines and procedures.
- Through oral and written interactions, develop and maintain productive connections with internal and external customers.
- Keep up to date with industry developments.
- Adapt communication content, style, and medium to ensure appropriateness and enhance understanding and effect among a diverse audience.
- Assist other PAs with system or procedure issues.
- Effectively respond to internal stakeholder queries promptly.
Requirements
- Grade 12
- 3+ relevant years of experience
Skills And Competence
- Communicates Effectively
- Action Planning
- Manages Complexity
- Plans and Aligns
- Drives Results
- Office Administration
- Planning and Organisation
- Attention to Detail
- Ensures Accountability
- Multi-tasking
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