Junior Personal Assistant

SUMMARY:
Our client in Midrand is looking for a Junior Personal Assistance to offer full administrative support to the ME & MD and ensure the smooth management of day to day affairs as well as the most effective use of time. Handle sensitive and complex issues in a professional and objective manner. Take initiative appropriately especially in the ME & MD's absence.

POSITION INFO:

Key Relationships (Internal and External):
CEO, CO Head of Departments, Receptionist, Office Assistant, Board members and Board Offices, External stakeholders and visitors.
 
Key Accountabilities:
Executive Assistance to ME and MD
Manage, coordinate and maintain calendars of ME and MD’s including appointments, meetings and travel.
Responsible for organising of internal and external meetings on behalf of ME and MD ensuring all necessary requirements are made e.g. meeting venue, equipment, presentations, prepare agendas.
Provide executive and administrative support to ME and MD
Responsible for organising ME and MD travel and logistics including flights, visa requirements, hotel accommodation, car rental, meeting schedules while travelling and completing expenses
Monitor and respond to incoming communication (including complaints) to ME and MD’s office including phone calls, emails and walk-ins, ensuring correct department distribution
Secretarial support for meetings as and when required by the ME and MD, including drafting and circulating meeting agendas, preparing minutes, communicating meeting reminders, confirming venues and arranging refreshments.
Writing and distributing comprehensive minutes and action points to all members post – meeting
Screen calls, enquiries and requests, and deal with them when appropriate
Drafting and writing high-quality reports and presentations, as required by the ME and MD
Responsible for managing ME and MD’s personal driver’s daily schedule in line with ME and MD’s daily requirements
Maintain ME and MD’s office systems, including data management and filing
 
Responsibilities - Board Secretary
Act as Board Secretary for ASMS Board and Steering Committee meetings. This includes but is not limited to preparing meeting agendas, recording meeting minutes, collating board reports and presentations
Communicate meeting reminders and board reports with relevant Board and Committee members including their Assistants
 Confirm meeting venues, arrange refreshments as well as creating and distributing comprehensive minutes including board resolutions to all members post-meeting
 
Personal Specification:

• Education: University degree or diploma relating to the field, preferred but not essential
• Experience: Minimum 2-3 years’ experience as Personal Assistant
• Fluent in Afrikaans & English

• Organizational, planning and multi-tasking skills
• Communication skills
• Information gathering and information monitoring skills
• Problem analysis and problem - solving skills
• Judgement and decision – making ability
• Attention to detail and accuracy
• Flexibility

• Calm character, able to prioritise and ensure smooth execution of tasks
• Maintain high level of professionalism
• Well organised with an understanding of priorities and changing demands
• Excellent attention to detail, with the ability to maintain a high level of accuracy
• A flexible, pro – active approach to work including the ability to prioritise and re-prioritise.
• Ability to work on own initiative.
• Ability to deal with sensitive information with discretion and to maintain confidentiality.
• Excellent IT skills, including a working knowledge of presentation software packages, preferably Microsoft Office Word, Excel and PowerPoint.

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