Personal Assistant

SUMMARY:
Are you an out-of-the box thinker with outstanding multi-tasking abilities? Are you an initiator who has exceptional integrity and ethics? If you answered an emphatic yes! yes! yes! to all these questions, then read on... perhaps we can make your Executive Assistant dreams come true.

POSITION INFO:
Effective Diary Management

• Manage the diary of the Director
• Schedule meetings as requested
• Arranging logistics of meetings
• Schedule and coordinate appointments, meetings, and events – both social and business
• Assist in prioritizing tasks and managing the Director's schedule effectively
• Help with daily time management 
• Assist in prioritizing tasks and managing the Director's schedule effectively

• Liaise with Travel Agencies
• Plan and organize domestic and international travel arrangements, including flights, accommodations, and transportation.
• Ensuring smooth coordination of all travel-related arrangements

• Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business
• Perform administrative and office support, such as typing, dictation, spreadsheet creation and maintenance of filing system and contact database
• Draft and proofread correspondence, emails, and other written communications
• Maintain organized and confidential records, including personal and professional documents
• Anticipate and prepare materials and information needed for scheduled activities
• Track and reconcile personal expenses, ensuring accurate records are maintained
• Miscellaneous projects and tasks

• Prepare agendas, take meeting minutes, and follow up on action items
• Coordinate logistics and reservations for meetings and events
• provide feedback from meetings
• Represent the Director in meetings

• Handle and screen incoming and outgoing calls
• Manage communications and follow-ups
• Drafting of letters, emails and other communications
• Answer phone calls and emails and take messages
• Act as a liaison between the Director and internal/external parties
• Draft correspondence such as emails and letters
• Chairing of departmental meetings

• Matric
• Secretarial Diploma or equivalent
• Relevant Tertiary Qualification would be advantageous
• 2 - 5 years’ working as a Personal Assistant
• Prior experience assisting with Senior/Executive Level Management

• Proficient in MS Office and other relevant software
• Ability to maintain confidentiality and exercise discretion
• Exceptional organizational and multitasking abilities
• Ability to handle multiple tasks while staying organised
• Time management
• Excellent Interpersonal Skills
• High Attention to Detail
• Be able to work exceptionally well under pressure