Administrative Assistant

SUMMARY:
Our client based in Johannesburg is looking for an Administrative Assistant to assist the General Manager by providing efficient and effective personal assistance to support the delivery of Company’s overall objectives on an executive level

POSITION INFO:

Qualifications

• Secretarial certification
• 3 to 5 years’ experience as a Personal Assistant
• Advanced knowledge of Microsoft Office
• SAP experience is advantageous
• Driver’s licence

Competencies

• Sound knowledge of office administration procedures and systems
• Strong written and verbal communication skills
• Excellent time management skills and the ability to balance multiple deadlines, while working under pressure
• Excellent interpersonal skills at an executive level
• Negotiation skills/relationship management
• Writing and editing skills
• Professional approach
• Commitment to customer service
• Community, cultural and political awareness
• Accountability
• Analytical thinking
• Client focus
• Decision-making
• Flexibility
• Information-seeking
• Initiative
• Planning and organising
• Problem-solving
• Teamwork

Responsibilities

• Provide high quality administrative and secretarial services on an executive level
• Coordinate meetings, ensuring that all documentation is prepared and circulated in advance
• Take comprehensive minutes during meetings
• Complex diary management for the General Manager, including prioritising and monitoring diary conflicts and sending reminders
• Manage documentation for the General Managers’ signature
• Prepare, collate and edit reports, board packs and presentations
• Manage, assess and respond to correspondence and queries
• Organise and coordinate company travel arrangements (international and domestic) from requisition to the handover of documentation to the traveller
• Assess needs and proactively prioritise tasks to ensure deadlines are met
• Develop and maintain systems for records, files and databases as required
• Monitor and anticipate office supply needs
• Maintain close working relationships with internal and external contacts, building professional and personal networks
• Act as the key interface between contacts and the General Manager including screening and routing calls, taking messages and handling queries and requests appropriately
• Provide quality customer service, attempting to solve the problem before escalating to the relevant manager if it cannot be solved
• Provide back up and support to other colleagues in a cooperative and team-oriented approach
• Practice a high degree of confidentiality and discretion
• Represent the organisation professionally and courteously always
• Constructively participate as a member of the wider team
• Undertake any other tasks or one-off projects which may be assigned from time to time
• Ensure protection of the company’s commercial interests always and in all circumstances
• Take all practicable steps to ensure personal safety and the safety of others as a matter of priority
• Demonstrate professional skill and a high standard of fairness and integrity

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